Human Resources Executive

Job Summary

To manage daily human resources, payroll and administrative functions, ensuring accurate payroll processing, compliance with applicable Malaysian employment regulations and smooth business operations.

Roles and Responsibilities:

1. Human Resources Operations

• Manage the employee lifecycle, including onboarding, confirmation, employee transfers, resignation and offboarding.
• Prepare employment contracts, offer letters, confirmation letters, salary adjustment letters and other HR-related documents.
• Maintain accurate employee records, personnel files and HRIS data.
• Monitor probation periods, contract expiry dates and other key employment matters, ensuring timely follow-up.
• Administer employee benefits, medical insurance and staff claims.
• Handle routine employee enquiries and assist with employee relations, disciplinary matters and performance-related documentation.

2. Payroll and Statutory Compliance

• Prepare and process monthly payroll, including salary calculations, new joiners, resignations, salary adjustments, unpaid leave, overtime, commissions, allowances, claims and deductions.
• Calculate statutory contributions and deductions, including EPF, SOCSO, EIS and MTD, in accordance with applicable regulations.
• Prepare payroll summaries, payslips, bank payment schedules and payroll reports for review and approval by the People and Operations Manager.
• Reconcile payroll against attendance records, employee movements and previous payroll records to ensure accuracy.
• Manage statutory submissions and maintain supporting records for payroll-related payments and declarations.
• Ensure payroll information is handled confidentially and securely.

3. Recruitment and Employee Engagement

• Coordinate recruitment activities, including job postings, candidate screening, interview arrangements and offer preparation.
• Liaise with recruitment agencies, job portals and hiring managers to fulfil manpower requirements.
• Coordinate employee engagement activities, training arrangements and other people-related initiatives.

4. Office and General Administration

• Manage daily office administration, including office supplies, equipment, facilities and maintenance.
• Maintain administrative records, licences, insurance documents and other corporate documentation.

Requirements & Key Competencies:

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration or a related discipline.
• At least 2–3 years of relevant experience in HR, payroll and administration.
• Practical experience in end-to-end monthly payroll preparation in Malaysia.
• Good knowledge of Malaysian employment legislation and statutory payroll requirements.
• Familiarity with payroll systems, HRIS and online statutory portals.
• Proficient in Microsoft Office, particularly Excel, Word and Outlook.
• Good command of written and spoken English and Bahasa Malaysia.
• Strong numerical, organisational and problem-solving skills.
• Meticulous, responsible and able to handle confidential information with discretion.
• Able to work independently, manage multiple priorities and meet deadlines.
• Payroll accuracy and attention to detail.
• Strong organisation and time management.
• Effective communication and interpersonal skills.
• Integrity and confidentiality.
• Proactive problem-solving and follow-through.
• Adaptability and teamwork.