Job Description

Key Responsibilities and Duties:

1. Employee Records & Document Control

Maintain and regularly audit employee personal files (physical and digital) to ensure all documents are Updated, signed, and compliant with labour regulations and RBA documentation standards. Issue, track, and file HR-related letters (confirmation, increment, resignation acceptance, disciplinary, etc.). Manage data accuracy in HRIS and employee databases including position, department, bank details, and emergency contacts.

2. Attendance & Leave Monitoring

Monitor attendance records, absenteeism, lateness, and early out punches via HR systems (e.g., iFlexi and FingerTec, etc.). Reconcile and verify monthly attendance reports for payroll input. Track and update employee annual, medical, unpaid, and emergency leave balances. Flag habitual absenteeism or late-coming for disciplinary follow-up.

3. Disciplinary & Grievance Support

Prepare and maintain disciplinary case records. Support investigations, collect statements, and generate disciplinary hearing documents under the guidance of HR Manager. Record warnings, suspensions, and final outcomes in employee files.

4. Exit & Clearance Process

Coordinate employee resignation, termination, and retirement processes. Schedule and conduct exit interviews; collect IDs, tools, and documents as part of clearance. Submit final payroll inputs, including unpaid leave, notice-in-lieu, and encashment as needed. Ensure employment cessation notices are submitted to relevant statutory bodies.

5. Monthly Reporting & HR Analytics

Prepare HR reports including headcount, turnover, leave utilization, absenteeism, disciplinary cases, and training summary for management. Assist in compiling data for Labour Department, JTK, and auditor reporting.

6. Internal Audit & Compliance Preparation

Assist in documentation preparation for Labour Department visits, RBA audits, customer audits, and ISO reviews. Conduct monthly mini internal HR audits (e.g., personal file completeness, contract expiry). Ensure sensitive data is controlled and protected per audit and confidentiality requirements.

7. HR System & Admin Support

Act as first-level support for HR system-related issues (time attendance errors, user access). Update organization chart, contact list, and HR notice boards. Assist in HR events and awareness programs such as festive celebrations, employee birthdays, and CSR activities.

8. Miscellaneous HR Functions

Assist with accommodation audits, food arrangements for foreign workers, and reporting of dormitory incidents.

Qualification / Knowledge / Skills Requirements:

Minimum SPM, Diploma or Bachelor's Degree in Human Resource Management, Business Administration, or a related field. Good working knowledge of Malaysian Labour Law, Employment Act 1955, Industrial Relations Act, and current HR best practices. Familiar with compliance standards including payroll documentation, statutory contributions (EPF, SOCSO, EIS), and audit trail requirements. Proficient in HR software systems and Microsoft Office Suite (Word, Excel, PowerPoint). Strong communication and interpersonal skills to interact with internal teams, government agencies, and foreign workers. Meticulous and detail-oriented, with strong organizational and time management skills. Ability to handle confidential information with integrity and professionalism. Multilingual capability is an added advantage (e.g., English, Bahasa Malaysia, and Nepali or Hindi). Mandarin speaking candidate required to liaise with Chinese clients.

Authority:

Maintain and manage the fingerprint attendance system, ensuring accurate timekeeping record is in compliance with audit requirements. Perform salary calculation for employees with full compliance to wage protection regulations. Support internal and external HR audits by maintaining complete, accurate, and accessible employee files and HR records. Facilitate briefings and onboarding sessions for foreign workers, including orientation on company policies, working hours, accommodation, and safety requirements.

Working Condition :-

5 day work week or as per company policy. Willingness to work overtime or on weekends / public holidays when required for operational or compliance needs. Required to travel occasionally to government offices, dormitories, or project sites. May be assigned duties beyond scope during labour inspections, audits, or emergency situations.

Key Performance Indicators (KPIs):

Documentation Accuracy: ?98% accuracy in employee file completeness and data updates. Attendance Reporting Timeliness: 100% of monthly attendance summaries submitted before payroll cut-off. Disciplinary Process Support: All disciplinary cases documented within 2 working days of incident report. Exit Process Completion: 100% of resignations processed and cleared within 5 working days of last day.
Job Types: Full-time, Permanent

Pay: RM4,000.00 - RM5,000.00 per month

Benefits:

Opportunities for promotion Professional development
Work Location: In person