HR Executive

Reporting to: Director, Human Resource Manager, Operation Manager
Department: Human Resource / Operations Support
Employment Type: Full-Time, Permanent

Work Location: Johor Bahru, Malaysia (supporting operation in Singapore)

Working Hours: 6 days per week, Monday to Saturday

Salary Range: RM4,000 – 6,000

Job Purpose

The HR Executive supports the Human Resource Department and Operations team in managing the Company’s local gardening workforce. The primary responsibilities include manpower deployment, recruitment, attendance administration, leave and medical certificate management, employee welfare, performance monitoring, HR records, and client feedback coordination.

This is an operational HR role that requires close coordination with management supervisors, clients, employees, recruitment partners and the wider HR team to ensure adequate manpower coverage and accurate workforce administration.

The role is operationally focused and requires close coordination with management, clients, supervisors, local gardeners, part-time manpower sources, and the wider HR team to ensure sufficient manpower coverage and accurate workforce administration.

This role is based in Gelang Patah, Johor Bahru, providing HR and operational support to the Company’s operation in Singapore.

Key Responsibilities

1. Manpower Deployment

• Coordinate the daily and monthly deployment of local gardeners to client sites
• Work closely with Operations Supervisors to ensure adequate manpower allocation and site coverage
• Arrange replacement manpower for last-minute absenteeism where possible
• Maintain accurate deployment records and communicate changes to supervisors, clients and relevant internal stakeholders

2. Attendance Administration

• Maintain accurate daily attendance records
• Track and monitor lateness, absenteeism, no-shows, early departures, annual leave, medical leave and other attendance-related matters
• Verify attendance records against supervisor confirmations, client feedback, timesheets and internal attendance systems
• Prepare and submit monthly attendance reports for payroll processing within the required timelines
• Investigate attendance discrepancies and follow up with employees, supervisors or clients before payroll submission

3. Recruitment and Manpower Sourcing

• Source, screen, and coordinate the recruitment of local gardeners based on operational manpower requirements
• Prepare job advertisements, arrange interviews and coordinate onboarding activities
• Maintain a pipeline of suitable candidates to support current and future manpower needs
• Source part-time workers to cover absenteeism, peak workloads and temporary manpower shortages
• Liaise with recruitment agencies, referrals and other manpower sources as required

4. Leave, Medical Certificates and Employee Welfare

• Maintain accurate records of annual leave, medical leave, unpaid leave, emergency leave, and other employee absences.
• Ensure leave applications and medical certificates are properly submitted, recorded, and filed.
• Respond to employees' HR-related enquiries regarding attendance, leave, medical certificates, benefits, and company procedures.
• Support employee welfare initiatives, including festive celebrations (Chinese New Year), birthday recognition, and engagement activities approved by management.
• Escalate welfare, health, conduct, or attendance concerns to management where appropriate

5. Performance Monitoring

• Maintain basic performance records for local gardeners, including attendance, punctuality, work attitude, client feedback, supervisor feedback, complaints, commendations, and disciplinary issues.
• Assist management in tracking underperformance, repeated absenteeism, lateness, poor conduct, or client-related issues.
• Prepare basic performance summaries when required for confirmation, renewal, salary review, redeployment, warning letters, or termination decisions.
• Support performance improvement follow-up and ensure records are properly documented

6. HR Records and Workforce Administration

• Maintain updated HR data files for both local and foreign worker workforce.
• Ensure employee records are complete, accurate, and properly filed, including personal particulars, employment contracts, contact details, deployment records, leave records, MC records, attendance records, warning letters, and other HR documents.
• Update staff onboarding and offboarding records, including new hires, resignations, terminations, transfers, redeployments, and inactive workers.
• Assist in preparing HR reports relating to headcount, manpower deployment, attendance, absenteeism, turnover, and workforce status

7. Client Coordination and Feedback Management

• Liaise with clients on matters relating to local gardeners, including attendance, deployment, replacement, performance, punctuality, conduct, and site feedback.
• Verify client feedback with supervisors and internal records before updating management or taking HR action.
• Assist in resolving routine manpower or attendance issues raised by clients.
• Escalate serious complaints, repeated issues, disciplinary matters, or service-impacting problems to management promptly

8. Payroll Support

• Verify attendance variances, unpaid leave, absenteeism, lateness, early release, no-show cases, and other matters that may affect salary computation.
• Validate attendance deductions against records, supervisor confirmation, client verification, and Company policy before submission.
• Coordinate with payroll or management to ensure accurate monthly attendance and deduction information.
• Maintain proper supporting documents for all attendance-related deductions or adjustments

9. General HR and Administrative Duties

• Assist with local staff onboarding, briefing, transfers and offboarding
• Prepare, update, and maintain HR documents, forms, reports, and employee records.
• Support disciplinary documentation, warning letters, investigation notes, and staff communication where required.
• Maintain strict confidentiality of employee, payroll, client, and company information
• Perform any other HR, administrative, or operational support duties assigned by management

Requirements

• Diploma or equivalent qualification in Human Resource Management, Business Administration, or related field.
• Minimum 3 years of working experience
• Must be proficient in spoken English and Chinese to support day-to-day communication with various stakeholders
• Prior experience in HR, manpower coordination, workforce administration or a related role is preferred
• Experience managing local workers, manpower deployment, attendance administration or operational workforce coordination will be an advantage
• Strong communication and interpersonal skills, with the ability to interact professionally with employees, supervisors, clients, and management.
• Well-organised, detail-oriented, and able to manage multiple priorities effectively.
• Able to handle confidential employee and company information with discretion.
• Proficient in Microsoft Office and Google applications, particularly Word and Excel spreadsheets, and/or HR record management
• Able to work independently and respond promptly to urgent manpower or operational requirements

Pay: $1,900.00 - $2,300.00 per month

Language:

• Chinese (Preferred)

Work Location: In person