Executive – Employee & Industrial Relations

GD Express; Selangor; On-site; MYR 60,000 - 80,000; Full time

Job summary

A logistics company in Malaysia is looking for an Executive – Employee & Industrial Relations. The selected candidate will manage investigations and documentation related to employee relations matters. With 3-5 years of relevant experience and a Bachelor's degree, candidates should be adept at executing investigations, preparing legal documents, and ensuring compliance with labor regulations. Additionally, excellent communication, analytical, and organizational skills are essential for this role, which demands a proactive approach in maintaining records and engaging with stakeholders.

Qualifications

• 3-5 years of experience in industrial/employee relations.
• Hands-on investigations and hearings administration experience.
• Familiarity with labor authorities and relevant legislation.

Responsibilities

• Act as Investigating Officer for various cases.
• Plan and conduct investigations with comprehensive documentation.
• Prepare deliverables and draft correspondence for IR matters.

Skills

Investigative skills

Documentation management

Communication skills

Analytical skills

Education

Bachelor’s degree in Human Resources, Law, or related field

Job description

Executive – Employee & Industrial Relations

The Executive – Employee & Industrial Relations executes investigations and manages end-to-end documentation for IR matters under the direction and authority of the Head of Employee & Industrial Relations (EIR). Acting as Investigating Officer (IO) for assigned cases, the role conducts impartial fact-finding, prepares complete and legally defensible case files, and ensures timely progression of disciplinary and grievance processes. The incumbent maintains rigorous records, supports domestic inquiries, and upholds confidentiality and due process in alignment with company policies, applicable labor legislation, and standards set by the Head of EIR. This role also contributes to continuous improvement of IR SOPs, templates, and reporting, enabling consistent outcomes and audit readiness across the portfolio.

Key Responsibilities

Operational Execution

Serve as Investigating Officer (IO) for assigned cases including misconduct, policy breaches, grievances, and other ER/IR matters, executing scope and priorities set by the Head of EIR.

Plan and conduct investigations: intake clarification, investigation plan, scheduling, interviews with complainants, respondents, and witnesses; obtain signed statements; collect and validate evidence (documents, system logs, CCTV, devices) with proper chain-of-custody.

Prepare investigation deliverables: interview notes, evidence indexes, chronology of events, analysis matrices, findings report, and recommendations aligned to policy and precedent; submit for Head of EIR review and approval prior to issuance or panel proceedings.

Draft IR correspondence using approved templates: show-cause, suspension letters, hearing notices, warning letters, settlement agreements, and decision letters; finalize only upon Head of EIR approval.

Coordinate and administer domestic inquiries/disciplinary hearings: panel nominations, logistics, participant notifications, document bundles, minute-taking, and collation of exhibits; ensure accurate and timely circulation and filing post-hearing.

Ensure complete case closure: update trackers, file documents in the correct structure, record outcomes and actions, and close cases within agreed SLAs defined by the Head of EIR.

Service Performance & Monitoring

Maintain case registers, dashboards, and status trackers; generate weekly and monthly reports for the Head of EIR.

Monitor SLA adherence across milestones (acknowledgment, hearing scheduling, decision letters, closure); flag risks or delays proactively and implement corrective actions as instructed.

Identify recurring issues or procedural gaps; propose practical improvements for Head of EIR evaluation.

Process & Quality Governance

Adhere to IR policies, SOPs, ensure consistent application and legal defensibility of all documentation.

Execute rigorous version control, naming conventions, and access controls for all IR files; protect confidentiality and personal data in line with company policy and data privacy laws.

Maintain audit‑readiness: ensure every case file contains required artifacts (intake, notices, interview notes, evidence logs, minutes, findings, approvals, decision letters) and is retrievable within agreed timeframes.

Support internal and external audits, regulatory reviews, and discovery requests by compiling document bundles and evidence indexes promptly and accurately.

Regulatory & External Engagement

Prepare accurate documentation packages and chronology of events for labor authorities, mediations, or tribunals as instructed by the Head of EIR.

Coordinate with external counsel on document requests, case summaries, and evidence preparation.

Stakeholder Communication

Provide timely, concise, and accurate status updates to authorized stakeholders in accordance with Head of EIR communication protocols.

Training & Capability Building

Support Head of EIR‑led training initiatives by co‑facilitating briefings on documentation standards, evidence handling, due process, and DI administrative best practices.

Participate in policy reviews and benchmarking exercises; contribute to simplification and standardization efforts that improve timeliness, quality, and fairness.

Foster a culture of neutrality, confidentiality, and respect for due process; model professional conduct in all interactions.

Provide peer support and knowledge sharing to fellow IOs and documentation staff; participate in case reviews and lessons‑learned sessions.

Qualifications & Experience

Bachelor’s degree in Human Resources, Law, Industrial/Employee Relations, or related field.

3–5 years of experience in industrial/employee relations with hands‑on investigations, hearings/domestic inquiries administration, and IR documentation.

Direct IO experience or dealings with labor authorities are advantageous.

Familiarity with relevant employment and industrial relations legislation, codes of practice, and case law basics.