Human Resources Executive

The responsibilities below reflect the principal operational functions of the role and shall not be construed as a complete list of all duties required.

JOB RESPONSIBILITIES

1. Recruitment & Onboarding Administration

• Prepare job advertisements and coordinate interview arrangements.

• Screen resumes and shortlist candidates based on job requirements.

• Prepare interview documents and candidate evaluation forms.

• Conduct reference checks where required.

• Prepare offer letters, employment contracts, and onboarding documentation.

• Coordinate new hire onboarding, staff ID creation, system access, and induction schedules.

• Maintain and consolidate recruitment trackers and hiring status across PULSE Group and its Business Units, where applicable.

2. Employee Records & HR Documentation

• Maintain and update employee personal files (hardcopy and HRIS).

• Ensure completeness of employment documents (offer letter, IC copy, academic certificates, etc.).

• Prepare confirmation letters, transfer letters, promotion letters, and other employment-related documents.

• Monitor probation confirmation status and notify HODs accordingly.

• Ensure proper filing and record retention in compliance with company SOP.

3. Payroll & Statutory Coordination

• Compile and coordinate monthly attendance, overtime, unpaid leave, allowance, and other payroll input data for assigned entities/Business Units and Group-level consolidation.

• Verify payroll inputs for accuracy before submission.

• Coordinate and verify statutory contribution information including EPF, SOCSO, EIS, PCB and other applicable statutory requirements for assigned entities/Business Units.

• Liaise with Finance and payroll vendors to resolve discrepancies.

• Assist employees with payroll-related queries.

4. Leave & Attendance Administration

• Monitor staff attendance, leave balances, and absenteeism records.

• Update leave records in HRIS accurately and timely.

• Generate monthly attendance reports for review.

• Highlight abnormal absenteeism or attendance issues to the Assistant Human Resources Manager or Group Head of Human Resources.

5. Employee Relations & Disciplinary Support

• Prepare show cause letters, warning letters, and other disciplinary documentation as instructed.

• Arrange domestic inquiry sessions and prepare relevant documentation.

• Maintain records of disciplinary actions and employee grievances.

• Assist in counselling session documentation and follow-up actions.

6. Training & Staff Engagement Coordination

• Coordinate training schedules, attendance lists, and training materials.

• Prepare training evaluation forms and compile post-training reports.

• Assist in organising staff activities, CSR programmes, festive events, and employee engagement initiatives.

• Maintain and consolidate training records and Group training matrix, including monitoring of training hours and participation by Business Unit.

7. HR Reporting & Data Management

• Prepare and consolidate monthly Group HR operational reports covering headcount, manpower movement, new hires, resignations, turnover, absenteeism, and other required HR indicators.

• Maintain Group manpower movement, vacancy, and staffing trackers and follow up with Business Units on data submission and accuracy.

• Ensure accuracy and integrity of HRIS data.

• Compile and reconcile HR data from Business Units for Group Management, KPI/BSC monitoring, Board/Management papers, audit, and statutory reporting purposes, as required.

8. Compliance & HR Administration

• Ensure compliance with Employment Act 1955 (Amendment 2022) and relevant Malaysian labour laws in daily operations.

• Assist in HR audit preparation and documentation checks.

• Maintain confidentiality of all employee and company information.

• Support Group-wide implementation of approved HR policies, Employee Manual, SOPs, guidelines, and procedures, and follow up with Business Units on compliance and required actions.

9. Group-Level HR Coordination & Governance

• Coordinate and follow up with HR representatives and designated PICs across subsidiaries and Business Units to ensure timely submission of HR information, documents, and required actions.

• Maintain consolidated Group HR databases, trackers, employee movement records, organisation/manpower information, and other central HR records to support data consistency across the Group.

• Assist in coordinating Group-wide HR exercises including manpower planning, recruitment drives, performance/KPI administration, training, employee engagement, policy roll-out, surveys, and other corporate HR initiatives.

• Support the preparation, circulation, acknowledgement, and implementation tracking of Group HR policies, SOPs, Employee Manual provisions, guidelines, and management directives across Business Units.

• Compile supporting information and documentation for Group Management meetings, management papers, Board-related submissions, internal/external audits, and HR governance reviews as instructed.

• Assist in monitoring HR compliance and identifying incomplete submissions, data discrepancies, overdue actions, or administrative gaps at Business Unit level for escalation to the HR Manager/Group Human Resources.

• Coordinate cross-Business Unit HR communication and ensure approved HR templates, forms, letters, and administrative practices are applied consistently across the Group.

• Provide operational support for Group restructuring, employee movement, transfer, promotion, secondment, acting/stand-in arrangements, and other approved organisational changes, including preparation and tracking of relevant documentation.

Job Type: Contract

Pay: From RM3,000.00 per month

Ability to commute/relocate:

• Putrajaya: Reliably commute or planning to relocate before starting work (Required)

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Human resources: 1 year (Preferred)

License/Certification:

• driving license (Preferred)

Work Location: In person