HR Manager

VKN JEWELLERS & MD SDN BHD; George Town; On-site; MYR 100,000 - 145,000; Full time

Job summary

VKN JEWELLERS & MD SDN BHD seeks an experienced HR leader to manage daily HR operations and full employee lifecycle across local and foreign workers. You will ensure policy implementation, maintain records, and coordinate attendance, payroll liaison, and reports for Management.

The role requires strong knowledge of Malaysian HR practices, excellent communication, and the ability to work independently in a fast-paced retail environment.

Qualifications

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field.
• Minimum 7 years and above of HR experience, with at least 4-5 years in a managerial or supervisory position.
• Experience managing foreign worker processes from application through renewal, transfer and repatriation will be highly preferred.
• Experience in retail, jewellery, hospitality, manufacturing or other businesses with a sizeable frontline workforce will be an advantage.
• Strong knowledge of Malaysian HR practices and employment requirements.
• Good communication and interpersonal skills.
• Able to work independently with minimal supervision.
• Proactive and able to identify potential HR issues before they become operational problems.

Responsibilities

• Manage the overall day-to-day HR operations and administration of the company.
• Manage the full employee lifecycle, including recruitment, onboarding, probation, confirmation, transfers, promotions, resignation and exit clearance.
• Maintain accurate and up-to-date employee personal files, contracts, HR records and documentation.
• Ensure HR policies, procedures and internal guidelines are properly implemented across all departments and outlets.
• Monitor employee attendance, punctuality, leave, overtime, absenteeism and other HR-related matters.
• Provide regular HR updates and reports to Management.
• Manage the complete end-to-end process for foreign workers, from recruitment to repatriation.
• Liaise with Jabatan Imigresen Malaysia and other authorities on foreign worker matters.
• Coordinate foreign worker applications, permits, levy payments, medicals, insurance and documentation.
• Track expiries and renewals, ensuring timely renewals and compliance.

Skills

HR Management

Communication

Organisational Skills

Problem-solving

Attention to detail

Tamil

English

Bahasa Malaysia

Education

Bachelor's/Diploma in HR/Business

Tools

Worksy

MS Office

Google Workspace

Job description

Manage the overall day-to-day HR operations and administration of the company.

Manage the full employee lifecycle, including recruitment, onboarding, probation, confirmation, transfers, promotions, resignation and exit clearance.

Maintain accurate and up-to-date employee personal files, contracts, HR records and documentation.

Ensure all HR documents, letters, forms and records are properly prepared, maintained and filed.

Monitor employee attendance, punctuality, leave, overtime, absenteeism and other HR-related matters.

Ensure HR policies, procedures and internal guidelines are properly implemented across all departments and outlets.

Manage HR systems and ensure employee information is updated accurately.

Provide regular HR updates and reports to Management.

Manage the complete end-to-end process for foreign workers, from recruitment and documentation to onboarding, permit renewal and repatriation.

Handle and coordinate foreign worker applications, work permits / PLKS, levy payments, medical examinations, insurance, passport-related matters and other required documentation.

Liaise with Jabatan Imigresen Malaysia, relevant government authorities, appointed agents, recruitment agencies and other external parties on foreign worker-related matters.

Monitor the validity and expiry dates of work permits, medical examinations, insurance, levy and other relevant documents.

Ensure all foreign worker renewals and applications are initiated and completed within the required timeline.

Coordinate foreign worker arrival, registration, onboarding and deployment to the relevant outlets / departments.

Manage foreign worker transfers, changes of workplace / employer, permit amendments, renewals and other immigration-related processes where applicable.

Coordinate FOMEMA / medical examinations, insurance, levy payments and other statutory requirements.

Maintain a complete and accurate foreign worker master tracker.

Monitor foreign worker accommodation and other related administrative matters where applicable.

Monitor foreign worker attendance, leave, movements and employment status together with the relevant HODs.

Manage foreign worker resignation, termination, repatriation and other exit-related processes.

Liaise with recruitment agencies and appointed agents and monitor their performance and service timelines.

Track all pending applications, renewals, payments, approvals and documentation.

Ensure all foreign worker documents are properly maintained and readily available for Management review, audit or inspection.

Proactively identify upcoming expiry dates, compliance risks and pending matters and take timely action.

Ensure the company remains compliant with applicable Malaysian immigration and employment requirements relating to foreign workers.

3. Recruitment & Manpower Planning

Manage the full recruitment cycle for both local and foreign employees.

Work closely with HODs to understand manpower requirements and hiring priorities.

Prepare and post job advertisements through suitable recruitment platforms.

Screen candidates, conduct initial interviews and coordinate interviews with Management / HODs.

Coordinate candidate selection, salary discussions, offer letters and onboarding.

Develop and maintain a suitable candidate database for current and future hiring needs.

Monitor recruitment progress and provide regular updates to Management.

Ensure manpower requirements are fulfilled within the required timeline.

4. Employee Relations & Disciplinary Matters

Handle employee grievances, complaints, misconduct, disciplinary matters and workplace issues professionally and confidentially.

Advise Management and HODs on appropriate HR procedures and actions.

Prepare and manage show-cause letters, warning letters, counselling records and other disciplinary documentation.

Conduct employee counselling and facilitate the resolution of workplace issues.

Investigate employee-related matters when required and provide factual reports and recommendations to Management.

Ensure disciplinary matters are properly documented and handled consistently.

Maintain confidentiality when handling sensitive employee matters.

Promote a professional, disciplined and respectful workplace environment.

5. Attendance, Leave & Payroll Coordination

Monitor employee attendance, punctuality, leave, overtime and absenteeism.

Review attendance and leave records and follow up on discrepancies or irregularities.

Coordinate with Finance / payroll personnel for monthly payroll processing.

Ensure payroll-related information such as new joiners, resignations, salary changes, unpaid leave, deductions and allowances is accurately communicated.

Assist in resolving payroll and employee payment-related issues.

Ensure employee records relating to payroll and statutory contributions are properly maintained.

6. Performance Management

Manage employee probation and confirmation processes.

Coordinate periodic performance reviews and appraisals.

Work with HODs to establish and monitor employee KPIs and performance expectations.

Assist HODs in managing underperformance and implementing appropriate improvement plans.

Maintain proper performance documentation and records.

Support Management in developing a structured performance management culture.

7. Training & Development

Identify training and development needs together with Management and HODs.

Prepare and coordinate training programmes for employees.

Liaise with internal trainers and external training providers.

Maintain proper training records and documentation.

Monitor training attendance and effectiveness.

Support employee development and career progression initiatives.

Develop, review and update HR policies, procedures and SOPs.

Ensure HR practices are aligned with applicable Malaysian employment laws and statutory requirements.

Keep Management informed of relevant changes in employment and HR requirements.

Ensure consistent implementation of HR policies across departments and outlets.

Review existing HR processes and recommend improvements where required.

Ensure proper HR documentation and records are maintained for compliance and audit purposes.

Work with Management and relevant departments to address HR compliance gaps.

9. Employee Engagement & Workplace Culture

Support Management in improving employee engagement, communication and workplace culture.

Coordinate employee engagement activities and initiatives.

Encourage effective communication between Management, HODs and employees.

Assist in addressing employee concerns and maintaining positive working relationships.

Promote professionalism, accountability, discipline and teamwork across the organisation.

10. HR Reporting & Management Support

Prepare regular HR reports and updates for Management.

Monitor and report on:

Headcount

Recruitment status

Staff turnover

Attendance and absenteeism

Employee disciplinary matters

Training

Leave and other key HR matters

Maintain proper HR trackers and dashboards for Management visibility.

Highlight urgent, pending or high-risk HR matters to Management promptly.

Provide practical HR advice and recommendations to Management.

Support Management with HR-related projects, organisational changes and business initiatives.

Perform other HR-related duties and responsibilities assigned by Management from time to time.

Job Requirements

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

Minimum 7 years and above of relevant HR experience, with at least 4-5 years in a managerial or supervisory position.

Strong hands-on experience managing the full spectrum of HR functions.

Experience managing foreign worker processes from application through renewal, transfer and repatriation will be highly preferred.

Experience in retail, jewellery, hospitality, manufacturing or other businesses with a sizeable frontline workforce will be an advantage.

Strong knowledge of Malaysian HR practices and employment requirements.

Good understanding of employee relations and disciplinary procedures.

Strong organisational and administrative skills.

Excellent documentation and follow-up skills.

Strong attention to detail and ability to manage multiple deadlines.

Good communication and interpersonal skills.

Able to handle confidential and sensitive information professionally.

Strong problem-solving and decision-making skills.

Able to work independently with minimal supervision.

Proactive and able to identify potential HR issues before they become operational problems.

Good command of Tamil, English and Bahasa Malaysia.

Proficient in Microsoft Office / Google Workspace and HR systems - Worksy.