Assistant Admin & HR Manager & Senior Executive

Toyo Ink; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A company in the HR sector based in Malaysia is seeking an HR Administrator responsible for recruitment, payroll processing, and ensuring compliance with HR policies. The successful candidate will oversee office administration functions and manage employee relations while ensuring that necessary audits and ISO compliance are adhered to. The role demands strong organizational skills and the ability to liaise with local authorities, making it essential for an effective HR support function.

Responsibilities

• Responsible for the recruitment process, including job postings and onboarding of new employees.
• Oversee office administration functions, including supplies and office maintenance.
• Responsible for timely payroll processing and administration, including submission of statutory contributions.
• Ensure compliance with and implementation of HR policies and procedures.
• Notify and arrange ISO-related meetings and internal audits.
• Responsible for document control under ISO 9001:2015.
• Monitor training programs and manage HRDF training grant applications.
• Coordinate the arrangement of in-house training sessions and meetings.
• Oversee foreign workers' work permit validity and arrangements.
• Handle employee relations matters, including conflict resolution and grievance procedures.
• Ensure proper filing and documentation of HR records.
• Coordinate the annual performance appraisal process and compile results.
• Ensure periodic medical surveillance is conducted in accordance with DOSH guidelines.
• Submit annual reports to the Department of Occupational Safety and Health.
• Perform year-end payroll closing and submit Borang E to the Inland Revenue Board.
• Liaise with local authorities and perform other tasks as assigned.

Job description

Responsibilities

• Responsible for the recruitment process, including job postings and onboarding of new employees.
• Oversee office administration functions, including supplies (groceries, stationery), office maintenance, and premises cleanliness.
• Responsible for timely payroll processing and administration, including submission of statutory contributions such as EPF, SOCSO, EIS, HRDF Levy, and MTD.
• Ensure compliance with and implementation of HR policies and procedures.
• Notify and arrange ISO-related meetings and internal audits to ensure compliance with ISO procedures.
• Responsible for document control under the ISO 9001:2015 Quality Management System.
• Monitor training programs and manage HRDF training grant applications.
• Coordinate the arrangement of in-house training sessions and meetings.
• Oversee foreign workers\' work permit validity, passport renewals, and hostel arrangements.
• Handle employee relations matters, including conflict resolution, disciplinary actions, and grievance procedures.
• Ensure proper filing and documentation of HR records for easy retrieval.
• Coordinate the annual performance appraisal process and compile results for management review.
• Ensure periodic medical surveillance is conducted in accordance with Department of Occupational Safety and Health (DOSH) guidelines.
• Submit annual reports to the Department of Occupational Safety and Health (DOSH).
• Perform year-end payroll closing, distribute EA forms, and submit Borang E to the Inland Revenue Board (LHDN).
• Liaise with local authorities, including the Labour Office, Immigration Department, Fire & Rescue Department, Company Secretary, and internal and external auditors.
• Perform any other tasks assigned by the immediate superior or Management from time to time.