Job Description

GENERAL JOB BRIEF

The position plays a key role in supporting the Human Resources function and ensuring smooth office operations. This role assists the Group HR Manager in executing HR policies, managing employee records, overseeing payroll and benefits administration, and maintaining office facilities and supplies.

DUTIES & RESPONSIBILITIES

A. Human Resources Functions:

1. Assist the HR Manager in ensuring smooth departmental operations and adherence to company policies and procedures.
2. Support the hiring process, including posting job advertisements, screening candidates, scheduling interviews, conducting reference checks, and communicating with candidates.
3. Maintain and update employee records in both physical and digital formats, ensuring proper documentation and easy retrieval.
4. Oversee new employee onboarding, including conducting orientation sessions, addressing inquiries, preparing onboarding checklists, and collecting necessary documents.
5. Manage the issuance and acknowledgment of fixed assets to employees, maintaining updated records in both physical and digital formats.
6. Prepare and submit reports related to leave, attendance, and payroll activities to the HR Manager.
7. Monitor employees’ leave applications and attendance records, verifying supporting documents, investigating discrepancies (e.g., medical certificate fraud), and escalating issues as needed.
8. Handle offboarding procedures, including exit clearance, work handovers, and exit interviews.
9. Address employee inquiries related to HR policies, procedures, and operations.
10. Oversee the full payroll cycle, including salary processing and statutory contributions (EPF, SOCSO, EIS, HRDC, PCB), liaising with government authorities when necessary, and preparing EA and E forms.
11. Manage employee SOCSO claims and related documentation.
12. Stay updated on HR trends and best practices.
13. Perform additional tasks as assigned by the HR Manager.

B. Office Administration Functions:

1. Maintain an up-to-date fixed asset logbook.
2. Ensure timely maintenance of office equipment, including air conditioners and fire extinguishers, as well as the renewal of necessary licenses.
3. Arrange for repairs and maintenance of company assets as needed.
4. Oversee the procurement of office and pantry supplies.
5. Monitor the performance of cleaning staff and address any quality concerns.

Job Requirements

QUALIFICATIONS

A. Knowledge, Skills & Experience:

• Diploma or Degree in Human Resources, Business Administration, or a related field (essential). 
• Minimum 2 years of experience as an HR Executive or in a similar role. 
• Basic knowledge of labor laws and employment regulations. 
• Understanding of HR functions and best practices. 
• Strong HR administration skills with excellent record-keeping abilities. 
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HR-related software. 
• Excellent communication, interpersonal, and presentation skills. 

B. Person Specification:

• Self-motivated, detail-oriented, and results-driven with a proactive approach. 
• People-oriented with strong interpersonal skills. 
• Demonstrates integrity, confidentiality, and professionalism at all times. 
• Calm, patient, and disciplined, even under pressure. 
• Passionate about HR, with a positive, can-do attitude. 
• Strong organizational, analytical, and multitasking skills. 
• Ability to work effectively under strict deadlines and pressure.

Skills