HR Executive - Industrial Relations

Position Summary

The HR Executive - Industrial Relations is responsible for managing and supporting all industrial relations matters to ensure compliance with employment legislation, company policies, and collective agreements while fostering a harmonious employer-employee relationship.

The incumbent will provide professional advice and guidance on disciplinary matters, grievances, employee disputes, domestic inquiries, and union-related issues. This role serves as a key liaison between management, employees, and union representatives to promote a productive and harmonious working environment while minimizing industrial disputes and legal risks.

Key Responsibilities

Industrial Relations Management

• Formulate, review, and implement Industrial Relations (IR) policies, procedures, and guidelines to ensure compliance with statutory requirements and promote industrial harmony.
• Provide professional advice and guidance to management on all industrial relations matters.
• Monitor developments in employment and labour legislation and recommend policy enhancements where necessary.
• Promote and maintain positive employee relations through effective communication and proactive engagement.
• Support HR initiatives aimed at strengthening employee relations and organizational effectiveness.

Employee Discipline & Grievance Management

• Manage and investigate employee grievances, misconduct cases, disciplinary issues, and workplace disputes to ensure fair and consistent outcomes.
• Conduct fact-finding investigations and prepare investigation reports relating to disciplinary matters.
• Coordinate and facilitate disciplinary proceedings, including the issuance of show-cause letters, warning letters, suspension notices, and other disciplinary actions.
• Ensure all disciplinary actions are administered fairly, consistently, and in accordance with company policies and applicable employment laws.
• Advise and guideline managers on the appropriate handling of employee misconduct, absenteeism, poor performance, and disciplinary cases.
• Maintain proper documentation and records of disciplinary and grievance cases.

Domestic Inquiries & Conflict Resolution

• Organize, coordinate, and participate in Domestic Inquiries (DI) and disciplinary hearings.
• Prepare case files, witness statements, investigation reports, and supporting documentation for disciplinary proceedings.
• Ensure all Domestic Inquiries are conducted in accordance with the principles of natural justice and statutory requirements.
• Facilitate dispute resolution initiatives to achieve prompt, fair, and amicable settlements of workplace conflicts.
• Monitor and follow up on corrective actions arising from disciplinary proceedings.

Union & Collective Agreement Administration

• Foster and maintain constructive relationships with union representatives to promote mutual respect, trust, and cooperation.
• Act as the liaison between management and union officials on industrial relations matters.
• Support collective bargaining exercises and participate in discussions relating to Collective Agreement (CA) negotiations.
• Assist in the interpretation, implementation, administration, and revision of the Collective Agreement.
• Monitor compliance with Collective Agreement provisions and recommend appropriate actions where necessary.
• Address and resolve union-related grievances and disputes in a professional and timely manner.

Legal Compliance & Industrial Relations Advisory

• Ensure organizational compliance with the Employment Act 1955, Industrial Relations Act 1967, Trade Unions Act 1959, and other applicable labour legislation.
• Provide timely advice to management on legal implications arising from employment and industrial relations matters.
• Review HR policies, disciplinary procedures, and employment-related documentation to ensure legal compliance and adherence to best practices.
• Keep abreast of updates to labour legislation, case precedents, and industrial relations developments.
• Minimize legal exposure and industrial disputes through proactive guidance and preventive measures.

Representation & External Liaison

• Represent the Company during conciliation meetings, labour-related discussions, and mediation sessions with relevant authorities and agencies.
• Coordinate and attend meetings and proceedings before the Labour Department, Industrial Relations Department, Industrial Court, and other statutory bodies when required.
• Liaise with external legal counsel, government agencies, and relevant authorities on employment and industrial relations matters.
• Prepare reports, case summaries, correspondence, and management updates related to industrial relations cases.

Administrative & Reporting Responsibilities

• Maintain accurate and updated records of all disciplinary cases, grievances, domestic inquiries, union matters, and industrial relations activities.
• Prepare regular reports and analysis on employee relations trends, disciplinary statistics, grievance cases, and union matters.
• Identify areas for improvement and recommend initiatives to strengthen employee engagement, industrial harmony, and compliance.
• Perform any other duties and responsibilities assigned by Management from time to time.

Job Requirements

Educational Qualification

• Bachelor's Degree in Law, Human Resource Management, Business Administration, Industrial Relations, or a related discipline.
• Professional certification in Employment Law, Industrial Relations, Human Resource Management, or related fields will be an added advantage.

Experience

• Fresh graduates are encouraged to apply as comprehensive on-the-job training will be provided.
• Candidates with exposure to Industrial Relations, Employee Relations, Human Resources, Labour Relations, or employment law matters will have an added advantage.
• Experience in handling disciplinary matters, misconduct investigations, domestic inquiries, grievance management, and union-related issues will be an added advantage.
• Exposure to a unionized environment and collective bargaining processes will be an added advantage.
• Experience liaising with government authorities such as the Labour Department, Industrial Relations Department, or Industrial Court will be an added advantage.
• Demonstrated interest in employment legislation, industrial relations practices, and employee relations management is preferred.

Skills & Competencies

• Strong leadership and decision-making capabilities.
• Excellent analytical and problem-solving skills.
• Effective negotiation, mediation, and conflict resolution abilities.
• Strong stakeholder management and relationship-building skills.
• Ability to exercise sound judgment in handling sensitive and confidential matters.
• Excellent planning, organization, and time management skills.
• Ability to work under pressure, meet deadlines, and manage multiple cases simultaneously.
• High level of integrity, professionalism, and confidentiality.

Language Requirements

• Excellent written and verbal communication skills in English and Bahasa Malaysia.

• Strong presentation and facilitation skills are preferred.