HR Executive

Position: HR Executive
Department: Human Resources
Reports To: HR Assistant Manager / HR Manager

Job Purpose

To execute and coordinate day-to-day HR operations, including recruitment administration, onboarding, employee records, attendance and leave administration, payroll data preparation, HR documentation, HR systems, training administration and audit support.

The position is responsible for ensuring accurate and timely execution of routine HR processes and serves as the key operational support to the HR Assistant Manager.

Key Responsibilities

A. HR Operations

• Execute day-to-day HR operational activities.
• Maintain HR trackers, schedules and databases.
• Monitor outstanding HR matters and follow up accordingly.
• Ensure HR processes are completed within established timelines.
• Provide operational support to the HR Assistant Manager and HR Manager.

B. Recruitment & Interview Coordination

• Coordinate recruitment activities and maintain recruitment records.
• Liaise with hiring managers regarding interview requirements.
• Contact candidates and arrange interview dates and times.
• Prepare interview schedules and supporting documents.
• Follow up with candidates on pre-employment documentation.
• Coordinate onboarding arrangements for successful candidates.
• Assist with recruitment for new programmes as required.

C. Employment Documentation

• Prepare HR letters, memos and employee-related documentation.
• Prepare draft offer letters and employment contracts for review.
• Prepare confirmation, probation, transfer, promotion and other HR letters.
• Coordinate LHDN stamping of applicable documents as directed.
• Maintain records of issued HR documents.

D. Employee Records

• Maintain digital and physical employee personal files.
• Update employee information and HR databases.
• Monitor missing or incomplete documentation.
• Track probation, confirmation and contract renewal dates.
• Maintain employee records in an audit-ready manner.
• Ensure confidentiality of employee information.

E. HR Systems

• Maintain and update employee information in relevant HR systems.
• Update attendance, leave and employee records.
• Assist employees with routine HR system enquiries.
• Report HR system issues and follow up on resolution.
• Support HR data accuracy and integrity.

F. Staff Insurance & Benefits Administration

• Administer staff insurance and applicable employee benefits.
• Maintain accurate and up-to-date staff insurance and benefits records.
• Coordinate staff insurance enrolment, amendments, renewals and cancellations.
• Coordinate and follow up on staff insurance claims and required documentation.
• Liaise with insurance providers/brokers on routine policy and claims matters.
• Assist employees with routine enquiries relating to insurance coverage and applicable benefits.
• Monitor insurance policy expiry dates and renewal requirements.
• Maintain confidential documentation relating to staff insurance and benefits.
• Escalate complex insurance or benefits matters to the HR Manager as required.

G. Training, Development & HRDC Administration

• Coordinate staff training registration, attendance and programme logistics.
• Prepare training participant lists, schedules and supporting documents.
• Maintain accurate staff training records and training hours.
• Assist the HR Assistant Manager in coordinating training programmes and staff development activities.
• Support CPD training administration and coordination.
• Assist with HRDC grant applications, claims and related documentation.
• Compile and maintain HRDC supporting documents and records.
• Liaise with training providers on registration, documentation and administrative matters.
• Assist with HRDC compliance requirements and follow up on outstanding matters.
• Support the administration and documentation for training provider licence renewal and related requirements.
• Ensure training and HRDC records are accurate, complete and properly maintained for audit purposes.

H. Employee Relations & HR Enquiries

• Respond to routine employee enquiries relating to HR policies, procedures and benefits.
• Assist with employee requests and administrative matters.
• Escalate sensitive or complex matters to the HR Assistant Manager or HR Manager.
• Maintain records of employee enquiries and actions taken.

I. Audit & Compliance Support

• Prepare and compile HR documents required for audits.

• Maintain audit-ready staff files.

• Assist with:

  • CQI & Compliance Audit
  • SETARA
  • MYRA
  • CE
  • MQA
  • ESG reporting
  • BDO Finance Audit

• Compile staff information for all programmes.

• Maintain required historical staff records.

• Compile training hours and staff benefit information.

• Prepare supporting data for ESG reporting.

J. HR Reporting

• Compile HR data for monthly reporting.
• Prepare headcount, recruitment, attendance, leave, training and staff movement information.
• Maintain HR trackers.
• Assist the HR Assistant Manager in preparing HQ reports.

K. Employee Engagement

• Assist in organising wellness programmes, team-building activities and staff events.
• Coordinate logistics and attendance.
• Assist with HR communications and announcements.

Key Performance Areas / KPIs

• Accuracy and timeliness of HR transactions
• Recruitment coordination turnaround
• Employee record accuracy
• Payroll data accuracy
• HR documentation turnaround
• Attendance and leave data accuracy
• HR system data accuracy
• Audit documentation readiness
• HRDC documentation accuracy
• Training administration
• HR reporting
• Employee enquiry response

Qualifications & Experience

1. Bachelor’s Degree or Diploma in Human Resources, Business Administration, Management or a related field.
2. Minimum 2–4 years of relevant HR experience, preferably in HR operations, recruitment, employee administration or general HR support.
3. Basic knowledge of Malaysian employment practices and HR operations.
4. Good working knowledge of Microsoft Office applications, particularly Word, Excel and Outlook.
5. Strong verbal and written communication and interpersonal skills, with the ability to communicate professionally and effectively with employees, management, candidates and external parties.
6. Experience in an education or corporate environment will be an advantage.