Job Description

JOB PURPOSE

The HR Executive is responsible to provide comprehensive administrative and coordination support across the entire employee lifecycle, ensuring the smooth and efficient operation of the HR department. This role is pivotal in delivering a positive employee experience, maintaining accurate HR data and supporting key processes such as recruitment, payroll, compliance and onboarding in accordance with relevant legislations, policies and work instructions.

KEY RESPONSIBILITIES

1. Recruitment & Onboarding

Manage the end-to-end recruitment administration for all staff levels, including job postings, candidate screening, interview scheduling and conducting reference checks. Act as the primary candidate liaison, ensuring a professional and positive experience throughout the recruitment process. Prepare accurate and timely employment contracts, offer letters and other onboarding documents. Coordinate and facilitate the new employee onboarding and induction programme, ensuring a seamless integration into the organization.

2. HR Operations & Data Management

Maintain and update the Human Resource Information System (HRIS) and physical employee files, ensuring all records (personal data, contracts, warnings, etc.) are accurate, confidential and compliant. Process all employee lifecycle changes (new hires, promotions, transfers, exits) in the HRIS and payroll system within strict deadlines. Provide crucial administrative support for the monthly payroll cycle by compiling and verifying data such as attendance, overtime and deductions.

3. Compliance & Reporting

Compile and prepare all necessary documents and accurate data for submission prior to external audits by MOHE, MQA, Sirim and other regulatory bodies. Assist in ensuring organizational compliance with the Employment Act, EPF, SOCSO, EIS and other relevant labour laws and regulations. Support the administration of employee benefits (e.g. medical, insurance) and leave management (e.g. annual, medical, maternity etc.). Assist academic staff with the application and renewal of teaching permits via the MoHE eIPTS system, ensuring timely submission.

4. Employee Lifecycle & Systems Support

Monitor and administer employee confirmations, contract renewals and separations, preparing all relevant documentation upon necessary approval. Process employee resignations, retrieve company assets and assist to conduct exit interviews. Serve as a first point of contact for routine employee HR queries, providing timely and accurate information. Assist in the administration of training programmes, maintain the training record database and submit HRDF training grant applications in a timely manner.

5. General HR Administration

Provide general administrative support to the HR department, including managing the HR inbox emails, preparing official letters and maintaining office supplies. Support HR projects and initiatives as assigned, such as employee engagement surveys or activities. Undertake any other duties and responsibilities as reasonably directed by the immediate superior.

QUALIFICATIONS & EXPERIENCE

Bachelor's Degree in Human Resource Management, Business Administration or a related field. 2-3 years of experience in an HR administrative or support role. Fresh graduates who have a desire to learn may be considered for Junior HR Executive position.

SKILLS & COMPETENCIES

Technical Knowledge:

Understanding of HR functions and Malaysian labour laws. Familiarity with payroll principles and compliance requirements for higher education (MOHE, MQA) is an advantage.

Administrative Skills:

Meticulous, attention to detail with excellent data entry and record-keeping skills.

Organisation:

Strong organisational skills with the ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Communication:

Good verbal and written communication skills in English and Bahasa Malaysia.

Interpersonal Skills:

A customer-service oriented approach with the ability to interact professionally with employees at all levels.

Discretion:

Ability to handle sensitive and confidential information with integrity.

Software Proficiency:

Proficient in Microsoft Office applications (Word, Excel, PowerPoint). Experience with an HRIS is a plus.
Job Type: Full-time

Pay: RM3,800.00 - RM4,200.00 per month

Benefits:

Maternity leave Opportunities for promotion Parental leave Professional development
Work Location: In person