HR Manager

Key Responsibilities

1. HR Operations & Administration

• Manage the overall day-to-day HR operations and administration of the company.
• Manage the full employee lifecycle, including recruitment, onboarding, probation, confirmation, transfers, promotions, resignation and exit clearance.
• Maintain accurate and up-to-date employee personal files, contracts, HR records and documentation.
• Ensure all HR documents, letters, forms and records are properly prepared, maintained and filed.
• Monitor employee attendance, punctuality, leave, overtime, absenteeism and other HR-related matters.
• Ensure HR policies, procedures and internal guidelines are properly implemented across all departments and outlets.
• Manage HR systems and ensure employee information is updated accurately.
• Provide regular HR updates and reports to Management.

2. Foreign Worker Management

• Manage the complete end-to-end process for foreign workers, from recruitment and documentation to onboarding, permit renewal and repatriation.
• Handle and coordinate foreign worker applications, work permits / PLKS, levy payments, medical examinations, insurance, passport-related matters and other required documentation.
• Liaise with Jabatan Imigresen Malaysia, relevant government authorities, appointed agents, recruitment agencies and other external parties on foreign worker-related matters.
• Monitor the validity and expiry dates of work permits, medical examinations, insurance, levy and other relevant documents.
• Ensure all foreign worker renewals and applications are initiated and completed within the required timeline.
• Coordinate foreign worker arrival, registration, onboarding and deployment to the relevant outlets / departments.
• Manage foreign worker transfers, changes of workplace / employer, permit amendments, renewals and other immigration-related processes where applicable.
• Coordinate FOMEMA / medical examinations, insurance, levy payments and other statutory requirements.
• Maintain a complete and accurate foreign worker master tracker.
• Monitor foreign worker accommodation and other related administrative matters where applicable.
• Monitor foreign worker attendance, leave, movements and employment status together with the relevant HODs.
• Manage foreign worker resignation, termination, repatriation and other exit-related processes.
• Liaise with recruitment agencies and appointed agents and monitor their performance and service timelines.
• Track all pending applications, renewals, payments, approvals and documentation.
• Ensure all foreign worker documents are properly maintained and readily available for Management review, audit or inspection.
• Proactively identify upcoming expiry dates, compliance risks and pending matters and take timely action.
• Ensure the company remains compliant with applicable Malaysian immigration and employment requirements relating to foreign workers.

3. Recruitment & Manpower Planning

• Manage the full recruitment cycle for both local and foreign employees.
• Work closely with HODs to understand manpower requirements and hiring priorities.
• Prepare and post job advertisements through suitable recruitment platforms.
• Screen candidates, conduct initial interviews and coordinate interviews with Management / HODs.
• Coordinate candidate selection, salary discussions, offer letters and onboarding.
• Develop and maintain a suitable candidate database for current and future hiring needs.
• Monitor recruitment progress and provide regular updates to Management.
• Ensure manpower requirements are fulfilled within the required timeline.

4. Employee Relations & Disciplinary Matters

• Handle employee grievances, complaints, misconduct, disciplinary matters and workplace issues professionally and confidentially.
• Advise Management and HODs on appropriate HR procedures and actions.
• Prepare and manage show-cause letters, warning letters, counselling records and other disciplinary documentation.
• Conduct employee counselling and facilitate the resolution of workplace issues.
• Investigate employee-related matters when required and provide factual reports and recommendations to Management.
• Ensure disciplinary matters are properly documented and handled consistently.
• Maintain confidentiality when handling sensitive employee matters.
• Promote a professional, disciplined and respectful workplace environment.

5. Attendance, Leave & Payroll Coordination

• Monitor employee attendance, punctuality, leave, overtime and absenteeism.
• Review attendance and leave records and follow up on discrepancies or irregularities.
• Coordinate with Finance / payroll personnel for monthly payroll processing.
• Ensure payroll-related information such as new joiners, resignations, salary changes, unpaid leave, deductions and allowances is accurately communicated.
• Assist in resolving payroll and employee payment-related issues.
• Ensure employee records relating to payroll and statutory contributions are properly maintained.

6. Performance Management

• Manage employee probation and confirmation processes.
• Coordinate periodic performance reviews and appraisals.
• Work with HODs to establish and monitor employee KPIs and performance expectations.
• Assist HODs in managing underperformance and implementing appropriate improvement plans.
• Maintain proper performance documentation and records.
• Support Management in developing a structured performance management culture.

7. Training & Development

• Identify training and development needs together with Management and HODs.
• Prepare and coordinate training programmes for employees.
• Liaise with internal trainers and external training providers.
• Maintain proper training records and documentation.
• Monitor training attendance and effectiveness.
• Support employee development and career progression initiatives.

8. HR Policies, SOP & Compliance

• Develop, review and update HR policies, procedures and SOPs.
• Ensure HR practices are aligned with applicable Malaysian employment laws and statutory requirements.
• Keep Management informed of relevant changes in employment and HR requirements.
• Ensure consistent implementation of HR policies across departments and outlets.
• Review existing HR processes and recommend improvements where required.
• Ensure proper HR documentation and records are maintained for compliance and audit purposes.
• Work with Management and relevant departments to address HR compliance gaps.

9. Employee Engagement & Workplace Culture

• Support Management in improving employee engagement, communication and workplace culture.
• Coordinate employee engagement activities and initiatives.
• Encourage effective communication between Management, HODs and employees.
• Assist in addressing employee concerns and maintaining positive working relationships.
• Promote professionalism, accountability, discipline and teamwork across the organisation.

10. HR Reporting & Management Support

• Prepare regular HR reports and updates for Management.

• Monitor and report on:

  • Headcount
  • Recruitment status
  • Staff turnover
  • Attendance and absenteeism
  • Foreign worker status
  • Work permit / document expiry
  • Employee disciplinary matters
  • Training
  • Leave and other key HR matters

• Maintain proper HR trackers and dashboards for Management visibility.

• Highlight urgent, pending or high-risk HR matters to Management promptly.

• Provide practical HR advice and recommendations to Management.

• Support Management with HR-related projects, organisational changes and business initiatives.

• Perform other HR-related duties and responsibilities assigned by Management from time to time.

  Job Requirements

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field.

• Minimum 7 years and above of relevant HR experience, with at least 4-5 years in a managerial or supervisory position.

• Strong hands-on experience managing the full spectrum of HR functions.

• Proven experience in foreign worker management in Malaysia is required.

• Experience managing foreign worker processes from application through renewal, transfer and repatriation will be highly preferred.

• Experience in retail, jewellery, hospitality, manufacturing or other businesses with a sizeable frontline workforce will be an advantage.

• Strong knowledge of Malaysian HR practices and employment requirements.

• Good understanding of employee relations and disciplinary procedures.

• Strong organisational and administrative skills.

• Excellent documentation and follow-up skills.

• Strong attention to detail and ability to manage multiple deadlines.

• Good communication and interpersonal skills.

• Able to handle confidential and sensitive information professionally.

• Strong problem-solving and decision-making skills.

• Able to work independently with minimal supervision.

• Proactive and able to identify potential HR issues before they become operational problems.

• Good command of Tamil, English and Bahasa Malaysia.

• Proficient in Microsoft Office / Google Workspace and HR systems - Worksy.