Senior HR Operations Executive

Senior HR Operation Executive

The Senior HR Operation Executive provides hands-on operational and administrative support for staff across the employee lifecycle. This role focuses heavily on manual data systems, physical paperwork, digital directories, and contract documentation. Placement at the Executive or Senior level depends on experience, with Senior hires expected to take independent process ownership and mentor junior team members.

Key Responsibilities

1. Lifecycle Administration & Records Management

• Daily Operations: Execute day-to-day HR administrative tasks across the employee lifecycle (onboarding to offboarding).
• Filing & Auditing: Maintain, audit, and organize physical personnel files and digital directories according to university policies.
• Staff Support: Act as the first point of contact for routine staff inquiries, resolving issues or escalating complex cases.
• [Senior Level Only] Oversee filing system architecture, ensure PDPA data compliance, and lead transitions from manual to digital repositories.

2. Contract Administration & Documentation

• Drafting Agreements: Prepare standard Letters of Appointment (LOAs) and employment contracts for academic, administrative, Adjunct, and intern roles.
• Compliance Checks: Manually verify personnel files for missing documents (certificates, references, CVs) before internal signature routing.
• Tenure Tracking: Monitor contract expiry dates via tracking spreadsheets; issue timely renewal or cessation reminders to staff and Heads of Departments (HODs).
• [Senior Level Only] Handle complex/non-standard contracts, manage high-level HOD escalations, and vet drafted letters for accuracy.

3. Scholarship & Manual Tracking

• Application Processing: Cross-check student and staff scholarship applications by manually verifying academic and eligibility documents.
• Master Sheets: Maintain master spreadsheets to log scholarship milestones, compliance criteria, and disbursement timelines.
• Follow-ups: Track and collect pending renewal documents to avoid gaps in funding.

4. Appraisal Support & Health Insurance

• Performance Cycles: Distribute, collect, and track annual performance appraisal forms across departments, following up on missing submissions.
• Medical Claims: Process medical and panel clinic claims by reviewing manual receipts, logging invoices, and coordinating with insurance providers.

5. Reporting & Audit Readiness

• Operational Reporting: Consolidate data fields and format tracking sheets for management review.
• Audit Retrieval: Physically locate and retrieve documentation to support internal and external university audits.

Job Requirements

• Education: Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.
• Experience (Executive): 2–3 years of experience in HR operations or general office administration.
• Experience (Senior Executive): 4–6 years of dedicated HR operations experience, preferably within higher education.
• Technical Skills: Good proficiency in Microsoft Excel and Microsoft Word.
• Core Capabilities: High efficiency in heavy physical paperwork, manual data management, meticulous filing, and extreme attention to detail.
• Language: Professional written and spoken proficiency in English and Bahasa Malaysia.

Note: This role will not be handling Recruitment / Payroll / Learning & Development

Job Type: Permanent

Pay: RM2,500.00 - RM4,000.00 per month

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person