Human Resource Senior Executive/Executive

Duties & Responsibilities

Recruitment, Onboarding & Separation

• Coordinate manpower requisitions against the approved Headcount Plan, including replacement, new headcount and internship needs.
• Manage end-to-end recruitment: advertising, sourcing/referrals, screening, HOD shortlisting, interview coordination, reference checks, selection support, offer/appointment letters and pre-employment medical arrangements.
• Collect and verify new-hire documents; create/maintain physical and electronic employee files and coordinate required HRMS System, payroll/statutory and access setup.
• Coordinate onboarding, including pre-arrival confirmation, induction, mandatory GMP training, access setup, orientation and handover to the HOD for OJT.
• Monitor probation due dates and coordinate performance evaluation for employee confirmation or probation extension.
• Coordinate resignations/offboarding, including notice and last-working-day confirmation, exit interview, handover, property/access clearance, employee-status updates and file closure.
• Manage outsourced manpower and recruitment agencies, including headcount coordination, service follow-up and billing verification.

Training, Development & HRD Corp

• Prepare and maintain the Annual Training Plan/Calendar and coordinate training needs with HODs/Managers.
• Administer training requests from approval through provider sourcing, quotation/course comparison, participant registration, invitation, venue/logistics and completion.
• Manage HRD Corp grant and claim applications, supporting documents, provider coordination, status follow-up and filing.
• Maintain training attendance, evaluations, certificates and supervisor/trainer effectiveness reviews; update employee training records after evaluation.
• Monitor and coordinate annual GMP refresher training, including due-list monitoring, , assessment, retest follow-up, evaluation and completion evidence.
• Monitor and coordinate Food Handler Training, periodic medical screening and typhoid vaccination; arrange schedules/GLs, verify evidence and update next due dates.
• Maintain and update Job Descriptions for new positions and approved amendments.

HR Systems, Records, Reporting & Digitalisation

• Maintain accurate employee master data and status changes in INGRESS, EMPLX and INISTATE for onboarding, changes, training/compliance monitoring and offboarding.
• Maintain complete and confidential hard-copy/electronic HR records, correspondence and supporting documents.
• Prepare monthly, quarterly, townhall, manpower, training, compliance, monthly HR KPI and other relevant  reports as required.
• Prepare HR documentation for internal customer, certification and regulatory audits and follow up HR-related corrective documentation.
• Maintain and recommend updates to the Employee Handbook, HR policies, procedures, forms and work instructions; monitor relevant employment/regulatory changes and escalate impacts.
• Register and update employee Group Insurance records and coordinate related information changes.
• Issue relevant HR correspondence and ensure documents are filed under the correct employee/process record.
• Drive HR digitalisation and workflow improvement, including INISTATE implementation, data-quality checks, workflow monitoring and transition from manual processes where approved.

Performance Management

• Administer annual Performance Appraisal and monitor completion by the required timeline.
• Coordinate probation reviews, confirmation/extension documentation and system/file updates.
• Coordinate 180-degree appraisal, Performance Improvement Plan (PIP) and related employee/manager follow-up.

Industrial Relations & Employee Relations

• Handle employee grievances/disputes within the HR scope and escalate to the HR Manager/management where further action is required.
• Coordinate Domestic Inquiry administration and act as Prosecuting Officer when assigned.
• Support disciplinary and termination administration, including documentation, correspondence, approvals and exit-clearance coordination as directed.
• Organise employee satisfaction/engagement surveys, engagement activities and HR internal briefings; recommend follow-up actions where required.
• Liaise with relevant statutory/government bodies such as EPF, PERKESO/SOCSO, Industrial Relations Department and Labour Office, and coordinate employee SOCSO claims.

Safety, Food Safety, Compliance & Other Responsibilities

• Support Company safety requirements and required employee safety communication within the HR scope.
• Contribute as a Food Safety Team member where assigned and promptly report quality or food-safety concerns for action.
• Uphold confidentiality, ethical standards and compliance with approved Company policies, procedures and regulatory requirements.
• Continuously improve HR processes, documentation and controls, and perform other duties assigned by the immediate superior or management**.**

Branding & Marketing

• Coordinate & monitor employee activities.
• Manage company’s linkedin and website on activities update.

Facility Management

• Coordinate & monitor employee facility –vending services