Human Resources Administrator

JOB PURPOSE

To manage, control, and execute all administrative, operational, and facility-related HR functions across the hotel property—ensuring 100% compliance with personnel file management, staff welfare and logistics, leave and attendance tracking, medical administration, and audit preparation in strict accordance with CHM Group Manual Policies and Guidelines.

KEY RESPONSIBILITIES1. Comprehensive Personnel Filing & Records Management

• Open, organize, and maintain individual, confidential physical and digital personnel files for every hotel employee.
• Ensure each file contains complete mandatory documentation:
• Interview Assessment Forms, Interview Guides, Reference Check Notes
• Letter of Appointment with terms and conditions of employment
• Employment & Salary Records, Personal Action Forms (transfers, promotions, increments)
• Medical Examination Records, Leave Records (Annual, Sick, Maternity, Hospitalization)
• Bi-annual Performance Appraisal Reports
• Disciplinary Records (misconduct reports, show-cause letters, Domestic Inquiry outcomes, Disciplinary Forms)

2. Hotel Staff Welfare, Facilities & Logistics Administration

• Staff Dining Facilities: Oversee the day-to-day operations and hygiene standards of the staff cafeteria/restaurant, ensuring quality meal provisions for all shifts.
• Locker Rooms & Amenities: Conduct routine inspections of male and female staff locker rooms, surau (prayer rooms), and changing facilities to maintain cleanliness, order, and safety. Issue and track locker keys and security access cards.
• Staff Accommodation & Transport: Manage logistics for employee hostels/accommodations (where applicable), including check-in/check-out records, hostel maintenance, and staff transportation schedules.

3. Medical, Health & Safety Administration

• Food Handler Compliance: Track and enforce mandatory health requirements for all Kitchen and F&B staff, including valid Typhoid Injections and official Food Handling Certifications.
• Panel Clinic & Claims Verification: Review and verify medical clinic billings via system platforms (e.g., Red Alert System), verify the authenticity of Medical Certificates (MCs) to prevent falsification, and process invoices prior to Finance submission.
• First Aid Inspections: Conduct monthly inspections and restocking of First Aid boxes across all hotel departments (Housekeeping, Kitchen, Front Office, Maintenance).

4. Attendance, Timekeeping & Payroll Inputs

• Leave Management: Issue annual leave entitlement summaries to all department heads at the start of the year. Provide monthly reports tracking leave consumption to ensure no leave backlogs remain at year-end.
• Medical Leave Tracking: Monitor man-days lost due to sick leave on a monthly basis and submit reports to Department Heads and the General Manager.
• Timekeeping & Roster Audits: Collect, verify, and reconcile daily shift rosters, punch cards/timecard data, overtime forms, and unpaid leave records across operating departments for monthly payroll processing.

5. Onboarding, Offboarding & Employee Logistics

• Issue appointment letters, bank savings account opening request letters, name tags, ID cards, Executive Handbooks, and uniform issuance tokens for new hires.
• Coordinate offboarding procedures: distribute Exit Clearance Forms, conduct exit interviews, retrieve access passes/uniforms/keys, and close out personal files.

6. Office Administration & Compliance Audits

• Maintain and distribute updates for the official CHM Group HR Policies and Procedures Manual to all Department Heads.
• Prepare monthly HR operational and administrative reports

Pay: RM2,000.00 - RM5,000.00 per month

Benefits:

• Health insurance
• Professional development

Work Location: In person