Assistant HR and Admin Manager

Chua Song Seng Group of Companies; Kuala Lumpur; On-site; MYR 80,000 - 120,000; Full time

Job summary

A prominent Malaysian HR firm seeks an experienced HR Manager to oversee recruitment, onboarding, and performance management. This role requires at least 5 years of managerial experience in HR, with strong leadership and conflict resolution skills. The ideal candidate will design training programs, handle compensation and benefits, and ensure compliance with employment laws. The position is located in Kuala Lumpur, offering a leadership opportunity to make a significant impact on employee relations and performance improvement.

Qualifications

• At least 5 years of experience in a managerial HR role.
• Good understanding of HR administrative best practices.
• Strong judgment and confidentiality in sensitive matters.

Responsibilities

• Participate in recruitment processes and onboarding.
• Provide training, coaching, and support to management.
• Manage compensation and benefits administration.
• Develop and maintain positive industrial relations.

Skills

Computer skills

Leadership

Confidentiality

Written communication

Verbal communication

Negotiation

Attention to detail

Education

Bachelor’s degree in Management or related field

Tools

MS Word

MS Excel

PowerPoint

Job description

Chua Song Seng Group of Companies – Kuala Lumpur, Kuala Lumpur

Participate in recruitment process of hire positions. Positing positions in appropriate media, CV review, interviewing, reference check, job offer, leading the orientation arrangement.

Provide on-boarding orientation to all new staff members and coordinate with other departments to provide an engaging and welcoming orientation programme.

Oversee exit management process to ensure unspoiled and positive transition for departing employee.

Ensure the HR team to conduct exit interviews for exiting staff and maintain its copies on the file and conduct the exit interview whenever necessary.

Development and Performance Management

Train, coach and support managers to navigate evaluation, training, promotion, discipline, termination and other HR issues.

Collaborate with managers to update job descriptions for regular review and revision to descriptions.

Design and implement an enhanced performance management system for employee evaluation.

Develop internal staff trainings and identify relevant available external trainings.

Works with manager to determine workforce needs, identify the field human resource and competency gaps and devise a development and workforce plan to promote staff development and retention.

Compensation & Benefits Administration

Reviews, evaluate and update benefits plan.

Research, implement and maintain salary scales to standardize salary ranges across market.

Supervise the HR team for payroll and benefits administration related responsibilities and monitor relevant reports to ensure accuracy.

Understand, interpret and share relevant laws related to personnel management and ensure all HR processes and actions comply with laws.

Reviews current HR systems and explore and ultimately implement, new systems based on organizational needs.

Participate on the HR & Admin budget proposals.

Industrial Relations

Manage and maintain harmonious industrial relations between the Company and employees by ensuring fair, consistent, and lawful HR practices.

Handle employee grievances, disciplinary matters, and misconduct cases in accordance with Company policies and Malaysian labour laws, including conducting domestic inquiries where required.

Advise Management on industrial relations matters, disciplinary actions and risk mitigation to prevent disputes or non-compliance.

Liaise with relevant authorities (e.g. Labour Department, Industrial Court, or external legal advisors) on employment and industrial relations issues when necessary.

Promote positive employee relations by supporting conflict resolution initiatives and encouraging open communication between Management and employees.

Monitor changes in employment and industrial relations legislation and recommend policy updates to ensure ongoing compliance.

Administration Role

Supervise the day-to-day operations of the Administrative Department and administrative staff to ensure smooth, efficient, and timely office operations.

Develop, review and continuously improve administrative systems, policies, and procedures to enhance operational effectiveness and internal controls.

Ensure office facilities readiness, including maintaining adequate office supplies, overseeing proper functioning and maintenance of office equipment, and coordinating repairs where necessary.

Plan, schedule and coordinate office and staff engagement activities, including annual dinner, festive events, staff parties, team-building activities, CSR charity drive and company trips.

Oversee property upkeep and maintenance for all company-owned and rented premises, ensuring facilities are safe, functional and well-maintained.

Manage insurance administration (General & Motor) as an MSIG corporate agent, including new insured, renewals, endorsements, claims coordination with loss adjuster and proper documentation.

Administer licenses and permits, including application for new licenses and timely renewal of existing licenses for all branches to ensure full regulatory compliance.

Ensure security and safety of all offices and premises by implementing safety measures, update minutes of meeting for OSH purposes, coordinating with security providers (security guard and Secom) and ensuring workplace safety.

Manage property rental and tenancy matters, including sourcing premises where required, monitoring lease terms and coordinating tenancy renewals or terminations, liaise with external legal advisors on legal case issues when necessary.

Administer mobile phone devices and mobile lines, including allocation, usage monitoring, contract management and cost control to ensure compliance with Company policies.

Manage petrol fleet card administration, including application, renewal, updating of card details, monitoring usage and maintaining accurate records in line with Company guidelines

Other ad hoc and support work.

Job Requirements

Qualifications & Experience:

Bachelor’s degree in Management, Human Resources Management, Psychology or related field of study.

At least 5 years of working experience in managerial position, HR Business Partner/Generalist within the HR department. The candidate will also demonstrate an experience and knowledge of HR administrative best practices.

Skills:

Must have great computer skills and demonstrate high proficiency in the use of MS Word, MS Excel, PowerPoint, for the creation of reports.

Demonstrate strong leadership skills, being able to inspire and motivate a cross-functional team leading it in a unified direction and with a unified vision.

Demonstrate ability to exercise sound judgment and maintain confidentiality when dealing with sensitive matters.

Strong written and verbal communication skills are a necessity.

Ability to prioritize multiple tasks and meet tight deadlines, have excellent negotiation skills, be self-motivated working under minimal supervision.

Must have a high degree of honesty and integrity, be proactive, have a high level of accuracy, have strong attention to detail, and demonstrate calmness and composure under pressure and in times of uncertainty.