HR Executive

WAREHOUSE AT SERI KEMBANGAN; Selangor; On-site; MYR 36,000 - 72,000; Full time

Job summary

WAREHOUSE AT SERI KEMBANGAN is seeking a proactive HR Generalist in Malaysia to support daily HR operations, payroll, recruitment, onboarding, and employee relations. You will ensure accuracy of records and compliance with local laws.

The role involves handling contracts, onboarding activities, and performance reviews while collaborating with management and staff to sustain a positive workplace environment.

Qualifications

• Diploma or Bachelor's Degree in Human Resources Management, Business Administration or related field.
• 2–4 years of HR experience, preferably as an HR Generalist.
• Experience with payroll, recruitment, onboarding and employee relations is advantageous.

Responsibilities

• Manage day-to-day HR operations and payroll processing.
• Maintain accurate employee records and HR documentation.
• Coordinate onboarding, offboarding, and performance reviews.
• Handle employee relations, discipline, and policy communication.
• Prepare HR letters and employment contracts.
• Ensure compliance with Malaysian employment laws and company policies.

Skills

HR Generalist Knowledge

Employment & Statutory Compliance

Employee Relations

Recruitment & Talent Acquisition

Payroll Administration

Education

Diploma or Bachelor's Degree in HR Management

Tools

HRIS / HRMS

Payroll Systems

Job description

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Job Title: Human resource Intern/Assistance/ Executive

Department: Human Resource

Reports To:

Job Descriptions

1. Job Purpose

The HR Executive – HR Generalist is responsible for managing and supporting the full spectrum of Human Resources functions, including HR operations, payroll administration, recruitment, onboarding, employee relations, performance management, learning and development, employee engagement, HR compliance, and HR documentation.

The role serves as a key HR contact for employees and management, ensuring that HR processes are implemented efficiently, accurately, consistently, and in compliance with applicable Malaysian employment laws and company policies.

2. KEY RESPONSIBILITIES

A. HR Operations & Administration

• Manage day-to-day HR operations and provide HR support to employees and management.
• Maintain accurate and up-to-date employee records, personal files, HR databases, and HR documentation.
• Manage employee lifecycle processes including onboarding, confirmation, transfer, promotion, resignation, termination, and exit clearance.
• Prepare HR letters and documents, including employment contracts, confirmation letters, promotion letters, transfer letters, warning letters, termination letters, and other HR correspondence.
• Ensure proper documentation and filing of all HR-related records.
• Maintain and update employee information in the HR Management System.
• Monitor and administer employee benefits, company policies, and HR procedures.
• Continuously review and improve HR processes to enhance efficiency and employee experience.

B. Payroll & Statutory Administration

• Coordinate and administer monthly payroll processes accurately and within the required timeline.
• Verify attendance, leave, overtime, allowances, deductions, claims, and other payroll-related information.
• Prepare and review payroll reports before submission for approval.
• Administer statutory contributions and submissions, including:
• EPF / KWSP
• SOCSO / PERKESO
• EIS
• PCB / MTD
• HRD Corp, where applicable
• Ensure payroll and statutory matters are handled in accordance with current legislation and company requirements.
• Respond to employee enquiries relating to salary, deductions, statutory contributions, and payroll matters.
• Liaise with relevant statutory bodies, payroll vendors, and external parties when required.

C. Recruitment & Talent Acquisition

• Manage end-to-end recruitment activities based on manpower requirements.
• Prepare and post job advertisements through appropriate recruitment platforms.
• Source, screen, and shortlist candidates based on job requirements.
• Conduct initial interviews and coordinate interviews with hiring managers.
• Prepare interview schedules, candidate assessments, and recruitment documentation.
• Conduct reference checks and pre-employment verification where required.
• Prepare offer letters and coordinate the pre-employment process.
• Monitor recruitment progress, vacancies, hiring timelines, and recruitment costs.
• Maintain an updated candidate database and talent pool.

D. Employee Onboarding & Offboarding

• Coordinate employee onboarding activities to ensure a smooth joining experience.
• Prepare onboarding documentation, employment agreements, induction materials, and HR system setup.
• Coordinate orientation and introduction programmes for new employees.
• Ensure new employees receive relevant company policies, procedures, benefits information, and workplace guidelines.
• Manage employee resignation and offboarding processes.
• Conduct or coordinate exit interviews and maintain proper exit documentation.
• Ensure company assets, access, and outstanding matters are properly cleared upon employee separation.

E. Employee Relations

• Act as a point of contact for employees on HR-related matters, workplace concerns, and employment policies.
• Provide guidance to employees and managers on HR policies, procedures, and employment practices.
• Support the handling of employee grievances, disciplinary matters, attendance issues, and workplace concerns.
• Assist management in conducting disciplinary investigations and preparing relevant documentation.
• Maintain proper records of employee relations cases and ensure confidentiality.
• Promote a positive, respectful, and professional workplace environment.

F. Performance Management

• Coordinate employee performance appraisal and review processes.
• Monitor probationary employee reviews and confirmation timelines.
• Provide support to managers in performance evaluation and documentation.
• Maintain performance records and follow up on outstanding appraisal activities.
• Assist in implementing performance improvement plans where required.
• Support management in identifying performance, competency, and development gaps.
• Identify training needs in consultation with department heads and management.
• Coordinate internal and external training programmes.
• Manage training schedules, attendance, evaluations, certificates, and training records.
• Liaise with external training providers and relevant agencies.
• Administer HRD Corp-related training and grant processes where applicable.
• Maintain accurate employee training records and monitor training participation.
• Support employee development and talent development initiatives.
• Assist in developing, reviewing, and updating HR policies, procedures, guidelines, and the Employee Handbook.
• Ensure HR practices are aligned with applicable Malaysian employment legislation and regulatory requirements.
• Monitor changes in employment-related regulations and communicate relevant updates to management.
• Support compliance with requirements from relevant authorities and statutory bodies.
• Maintain proper documentation for HR audits, inspections, certifications, and compliance reviews.
• Assist in preparing HR reports and documentation required by management or external parties.
• Support the planning and implementation of employee engagement activities.
• Coordinate staff events, internal communications, surveys, wellbeing initiatives, and company activities.
• Assist in gathering employee feedback and identifying areas for improvement.
• Support initiatives that promote employee morale, teamwork, culture, and workplace wellbeing.

J. HR Reporting & Data Management

• Prepare regular HR reports and management updates, including:
• Headcount reports
• Employee turnover
• Recruitment status
• Leave and attendance
• Payroll-related reports
• Employee movement
• Maintain accurate HR data and ensure confidentiality of employee information.
• Analyse HR data and provide relevant insights to support management decision-making.
• Ensure HR systems and records are regularly updated and accurate.

K. General Administration & Management Support

• Provide HR support for company projects, audits, certifications, and management initiatives.
• Assist in preparing presentations, reports, meeting minutes, HR dashboards, and management materials.
• Coordinate with Finance, IT, Operations, and other departments on HR-related matters.
• Perform other HR-related duties and projects assigned by management.

3. Key Performance Indicators (KPIs)

The HR Executive will be measured based on:

• Accuracy and timeliness of payroll and statutory submissions.
• Recruitment turnaround time and vacancy fulfilment.
• Accuracy and completeness of employee records.
• Timely completion of onboarding and offboarding processes.
• Timely completion of probation and performance reviews.
• Training coordination and completion rate.
• HR compliance and audit readiness.
• Employee query resolution and service quality.
• Accuracy and timeliness of HR reports.
• Employee engagement and HR initiative implementation.
• Continuous improvement of HR processes and systems.

4. Job Requirements

Education

• Diploma or Bachelor's Degree in Human Resources Management, Business Administration, Management, or a related field.

Experience

• Minimum 2–4 years of relevant experience in Human Resources, preferably in an HR Generalist role.
• Experience handling multiple HR functions is preferred.
• Experience in payroll, recruitment, employee relations, training, and HR administration will be an advantage.

Technical Skills

• Good knowledge of HR operations and Malaysian employment practices.
• Familiarity with EPF, SOCSO, EIS, PCB, and other statutory requirements.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience using HRIS / HRMS and payroll systems.
• Good HR documentation and reporting skills.

Soft Skills

• Strong communication and interpersonal skills.
• Good organisational and time-management skills.
• High level of accuracy and attention to detail.
• Strong problem-solving and analytical skills.
• Able to handle confidential information with integrity.
• Able to work independently as well as collaboratively.
• Proactive, responsible, and service-oriented.
• Able to manage multiple priorities and work within deadlines.
• HR Generalist Knowledge
• Employment & Statutory Compliance
• Employee Relations
• Recruitment & Talent Acquisition
• Payroll Administration
• Learning & Development
• Performance Management
• HR Data & Reporting
• Communication & Stakeholder Management
• Problem Solving
• Confidentiality & Professional Integrity
• Organisation & Time Management
• Process Improvement

6. Working Relations

Internal:

• Management / Directors
• Department Heads
• Managers and Supervisors
• All Employees
• Finance Department
• IT / Operations / Administration Teams

External:

• Government and statutory agencies
• Recruitment agencies
• Training providers
• HR consultants
• Other business partners and service providers