Assistant Manager, Human Resources

Private Advertiser; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Private Advertiser in Malaysia is seeking a proactive Senior Executive to oversee recruitment, contract management, stamping and appointment administration. The role collaborates with hiring managers to ensure timely documentation and compliance.

You will maintain recruitment registers, manage contract renewals, stamping records and generate monthly HR reports while driving process improvements.

Qualifications

• Bachelor's degree required in HR or related discipline.
• 3–5 years of relevant HR experience with recruitment and operations.
• Experience in headhunting and IT talent is an advantage.

Responsibilities

• Oversee end-to-end recruitment and appointment processes.
• Manage staff contracts including expiry, renewal and retirement.
• Coordinate contract stamping and maintain records.
• Prepare monthly HR reports and drive process improvements.
• Ensure compliance with employment regulations.

Skills

End-to-end recruitment

Contract management

Stakeholder engagement

HR operations

Head hunting IT talent

Education

Bachelor’s Degree in HR/Business Administration

Job description

We are looking for a proactive and detail-oriented Senior Executive to join our team. The role covers recruitment, contract management, contract stamping and appointment administration. You will work closely with hiring managers and candidates, ensuring timely documentation, contract renewals and compliance with relevant employment requirements.

Recruitment

Manage and oversee end-to-end staff recruitment and appointment processes in accordance with established policies, procedures and approval requirements.

Partner with hiring managers to provide HR advice and guidance on recruitment strategies, candidate selection and appointment processes to ensure timely and effective hiring outcomes.

Coordinate recruitment activities across relevant HR sub-units to ensure a seamless and efficient recruitment and onboarding process.

Monitor and maintain an accurate and up-to-date recruitment register, headcount information and candidate/resume repository.

Oversee the timely placement and management of vacancy advertisements through appropriate recruitment channels to support effective talent acquisition.

Coordinate and monitor the collection and verification of pre-employment documentation to ensure completeness and timely processing.

Ensure accurate and systematic maintenance of pre-employment records, including personal details, interview evaluation reports, approvals and other relevant documentation.

Manage candidate engagement throughout the recruitment process and ensure a positive and professional candidate experience.

Identify opportunities to improve recruitment processes, turnaround time and candidate experience.

Contract Management

Oversee the end-to-end management of staff contracts, including contract expiry, renewal and retirement, ensuring alignment with contractual terms, HR policies and relevant employment legislation.

Monitor and maintain an accurate contract expiry and renewal tracker based on headcount reports, new hires and staff movements.

Coordinate and monitor contract renewal and retirement processes, ensuring timely communication, follow-up and completion in accordance with established timelines and approval requirements.

Provide timely notifications and follow-up with relevant stakeholders on upcoming contract expiry and retirement cases.

Coordinate the preparation and issuance of contract renewal and retirement documentation within the required timelines.

Provide advice and clarification to relevant stakeholders on contract-related matters and elevate issues requiring further review or approval.

Review and identify potential gaps or risks in contract management processes and recommend appropriate improvements.

Contract Stamping

Oversee the end-to-end contract stamping process to ensure timely completion and compliance with applicable requirements and legislation.

Monitor and maintain accurate records of contract stamping status, progress and outstanding cases.

Coordinate with relevant stakeholders to follow up on pending stamping matters and ensure timely resolution of issues.

Manage and maintain a systematic digital repository of stamped contracts to ensure accuracy, confidentiality, compliance and ease of retrieval.

Ensure duly stamped contracts are properly filed in employees' personal files and maintained in accordance with HR record management requirements.

Prepare and maintain relevant documentation and records for internal and external audit, compliance reviews and reporting purposes.

Monitor changes in relevant statutory or regulatory requirements relating to employment contracts and recommend necessary process updates.

Reporting, Process Improvement & Other Responsibilities

Prepare and provide monthly status reports on recruitment, contract renewal, contract expiry and contract stamping matters.

Monitor key HR activities and timelines, identify gaps or delays and follow up with relevant stakeholders to ensure timely completion.

Maintain accurate HR records and documentation to support management reporting, audit requirements and decision-making.

Contribute to the review and improvement of HR policies, procedures, workflows and systems relating to recruitment and contract management.

Support HR projects, audits and other initiatives as assigned from time to time.

Perform any other duties and responsibilities as may be assigned.

Requirements

Bachelor’s Degree in Human Resources, Business Administration, Management or a related discipline.

Minimum 3–5 years of relevant experience in Human Resources, with solid exposure to recruitment and HR operations.

Proven experience in managing end-to-end recruitment and appointment processes, preferably within a fast-paced or multi-functional organisation.

Strong stakeholder management and communication skills, with the ability to work effectively with hiring managers, candidates and internal stakeholders.

Highly organised and detail-oriented, with strong follow-up skills and the ability to manage multiple priorities and deadlines independently.

Experience in headhunting and sourcing technology/IT talent will be an advantage.

Proactive, resourceful and able to identify issues, propose solutions and drive matters to completion.

We thank you for your application. Please note that only shortlisted candidates will be notified.

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Your application will include the following questions:

• Which of the following types of qualifications do you have?
• Which of the following languages are you fluent in?
• How many years' experience do you have in Human Resources (HR)?
• How many years of 360 recruitment experience do you have?