Job Description

Job Purpose

To support the full spectrum of HR operational functions including employee movement, data management, record administration, insurance coordination, and offboarding. The role ensures compliance with HR policies, statutory requirements, and company standards while maintaining accurate documentation and contributing to continuous process improvements.

Key Responsibilities

1. Employee Movement & Agreement Management

Prepare and issue HR letters and employment-related agreements including: Probation confirmation, extension, or non-confirmation Contract renewal or extension Changes in designation, reporting line, or department Internal transfers, secondments, or reassignments Ensure all documents are properly reviewed, approved, signed, and filed (both digital and hardcopy). Maintain and update the Employee Movement Tracker for all probation, contract renewal, and expiry cases.

2. Employee Data & System Management

Maintain accurate and up-to-date employee information in the HR Information System (HRIS). Regularly verify data consistency between the HR system and physical employee records. Generate HR reports for management review, payroll processing, and internal audits. Support system enhancement initiatives, data migration, and data integrity audits.

3. Employee Personal File & Record Management

Maintain comprehensive employee personal files (physical and digital) in line with the HR filing checklist. Conduct periodic reviews to ensure file completeness and compliance with internal standards. Ensure strict confidentiality and secure record management in compliance with the Personal Data Protection Act (PDPA). Provide required documentation during internal or external HR audits.

4. Insurance & Statutory Compliance (CIDB)

Manage employee insurance enrolment, renewal, and termination with the appointed insurance provider. Handle insurance claims, medical card issuance, and premium reconciliation with Finance. Oversee CIDB (Construction Industry Development Board) registration, renewal, and expiry tracking for project-based employees. Maintain updated master lists for insurance and CIDB compliance to prevent any lapses.

5. Employee Grievance Handling

Record, track, and follow up on employee grievances or complaints in accordance with HR policies and procedures. Escalate unresolved matters to the HR Manager or relevant stakeholders for further action.

6. Resignation, Termination & Offboarding Management

Manage the full offboarding process including: Receiving and processing resignation or termination notices Preparing acceptance, release, and termination letters Coordinating exit interviews, employee clearance, and asset return Liaising with Finance, IT, Admin, and Security for clearance validation Ensure all offboarding documentation and checklists are completed before final payroll processing. Update HR systems and personnel records for demobilized employees. Compile and analyse exit interview data to support employee retention initiatives.

7. Coordination & Continuous Improvement

Coordinate closely with Finance, Admin, and IT to ensure employee status updates, access control, and payroll synchronization. Support HR audits, compliance checks, and management reporting. Participate in continuous improvement initiatives to streamline HR processes and enhance efficiency.

Requirements

Minimum in Diploma/Degree in Human Resource Management, Business Administration, or related field. Minimum 2 years of relevant HR operational experience. Strong understanding of HR operations, documentation, and statutory compliance. Good communication, coordination, and organizational skills. Proficient in Microsoft Office and HRIS systems. High attention to detail, confidentiality, and accuracy.
Job Type: Full-time

Pay: RM1,800.00 - RM2,400.00 per month

Benefits:

Free parking Health insurance Opportunities for promotion Professional development
Application Question(s):

How much is your current salary? How much is your expected salary? How long is your notice period?
Work Location: In person