HR Manager

Randstad Malaysia; Selangor; On-site; MYR 180,000 - 320,000; Full time

Job summary

Randstad Malaysia is seeking a senior HR leader to oversee HR operations, payroll, ER/IR, and development. You will lead and coach the HR team, strengthen processes, and ensure compliance with Malaysian labour laws and immigration rules.

The role requires strategic workforce planning, KPI-driven performance management, and close collaboration with Directors to support business growth. A strong understanding of PDPA, FOMEMA, and statutory filings is essential.

Qualifications

• Bachelor's or Master's in HR/MBA with CIPD/MIHRM/HRD Corp TTT certification.

Responsibilities

• Lead, coach and appraise the HR team; assign work, set KPIs and review their scorecards monthly.
• Own the HR operating model: section scope, approval limits, SOPs, templates, calendars, HR trackers and updates, so every deadline and follow-up action is monitored and closed.
• Build each HR staff member's capability so the department does not depend on one person.
• Coach HODs on KPI setting, probation, appraisal and discipline so they follow HR process.
• Ensure JTKSM Section 60K approval and quota before every foreign hire; oversee PLKS, passport, FOMEMA, levy and SPIKPA renewals.
• Lead disciplinary cases end to end: investigation, show cause, domestic inquiry, suspension, decision and appeal; advise Management on lawful action, and elevate serious ER, IR or legal-risk matters to Directors early with the facts and options.
• Oversee accident reporting and PERKESO / SOCSO claims with the Safety Officer.
• Run the monthly foreign worker compliance check and keep every foreign worker file inspection-ready.
• Ensure foreign worker onboarding and exit steps are complete: induction, PLKS cancellation, Check Out Memo, JTKSM notification and final pay.
• Monitor labour law changes (Employment Act, IRA, OSHA, PDPA, immigration rules) and keep HR practice compliant.
• Run the grievance procedure and lead employee counselling for all local and foreign staff, so issues are addressed early and complaints are acknowledged quickly and closed with a written outcomes.
• Consolidate the three section reports into one Monthly HR Report and one Quarterly HR Report for Directors.
• Advise Directors on manpower, labour cost, legal risk and people issues for business growth and new projects.

Education

Bachelor's degree or Master's in HR / MBA; CIPD, MIHRM or HRD Corp Train-the-Trainer (TTT) certificate

Job description

About the job

• Lead, coach and appraise the HR team; assign work, set KPIs and review their scorecards monthly.
• Own the HR operating model: section scope, approval limits, SOPs, templates, calendars, HR trackers and updates, so every deadline and follow-up action is monitored and closed.
• Build each HR staff member's capability so the department does not depend on one person.
• Coach HODs on KPI setting, probation, appraisal and discipline so they follow HR process

Section 1 - Foreign Worker, Employee Relations & Compliance

• Ensure JTKSM Section 60K approval and quota before every foreign hire; oversee PLKS, passport, FOMEMA, levy and SPIKPA renewals.
• Ensure accommodation meets Act 446, transport is safe, passports stay with workers, and absconding and repatriation follow Immigration rules.
• Lead disciplinary cases end to end: investigation, show cause, domestic inquiry, suspension, decision and appeal; advise Management on lawful action, and elevate serious ER, IR or legal-risk matters to Directors early with the facts and options.
• Own the employee handbook, code of conduct, contract and letter templates; update them when the law changes.
• Oversee accident reporting and PERKESO / SOCSO claims with the Safety Officer.
• Run the monthly foreign worker compliance check and keep every foreign worker file inspection-ready.
• Ensure foreign worker onboarding and exit steps are complete: induction, PLKS cancellation, Check Out Memo, JTKSM notification and final pay.
• Monitor labour law changes (Employment Act, IRA, OSHA, PDPA, immigration rules) and keep HR practice compliant.
• Run the grievance procedure and lead employee counselling for all local and foreign staff, so issues are addressed early and complaints are acknowledged quickly and closed with a written outcomes.

Section 2 - HR Operations, Payroll & General Services

• Approve local and foreign payroll inputs before cutoff; review payroll variance; ensure on-time salary and statutory payments with proof filed.
• Ensure personnel files, HRMS master data, leave settings, and attendance and punctuality reports are accurate and audit-ready; make sure repeated lateness is acted on.
• Oversee claims, allowances, panel clinic billing, medical and PA insurance, letters and certificates, onboarding and offboarding (local), including resignations, handovers and final HR clearance.
• Oversee admin and facilities, assets, staff events and welfare within approved budget.
• Ensure local and foreign payroll meets minimum wage, OT limits and lawful deductions.
• Control OT cost and HR spend within the approved budget.
• Ensure statutory submissions are made on time: CP22, CP22A, EA forms and Form E.
• Protect salary, appraisal and disciplinary data under PDPA.

Section 3 - Talent, Development & Performance

• Lead end-to-end recruitment with HODs (sourcing, screening, interviews and selection); ensure every position has an approved job profile and the office system shows an up-to-date recruitment status, with the flow running on time; review JDs yearly so they match actual duties and KPIs.
• Keep the org chart and Manpower Register matched to payroll; plan yearly manpower with Management.
• Run the yearly cycle: KPI setting (Jan), HOD Monitoring Packs (monthly), quarterly HOD reviews, mid-year (Jun-Jul), appraisal (Oct-Nov), calibration (Dec).
• Approve probation, confirmation, contract and PIP decisions with HODs; ensure letters go out before due dates.
• Own the TNA, annual training plan and budget, HRD Corp levy use, licence tracker and succession plan.
• Monitor turnover and absenteeism, and drive actions to reduce them.

Reporting and advisory

• Consolidate the three section reports into one Monthly HR Report and one Quarterly HR Report for Directors.
• Run quarterly HR audits across all three sections and close findings.
• Advise Directors on manpower, labour cost, legal risk and people issues for business growth and new projects.
• Represent the company with authorities and at labour or industrial relations matters when needed.
• Carry out other HR duties assigned by the HR HOD or Directors.

HR strategy, analysis, planning and HR team performance

• Develop the yearly HR strategy and HR plan from company objectives, and present it to Directors before the new year.
• Prepare the yearly manpower plan (headcount, skills, cost, structure) and people development plan (training and succession) ahead of business needs.
• Analyse workforce data every quarter (headcount, turnover, absenteeism, OT and labour cost, performance, skills gaps) and recommend actions to Management.
• Anticipate manpower needs for business expansion and new projects, and have people ready before they start.
• Review organisation design, grades and roles as the company grows.
• Make sure every HR staff member performs: review their work weekly, and act within 30 days on under-performance with a written plan.
• Align HR department goals with company objectives each year.

Desired Skills and Experience

• Bachelor Degree or Master's in HR / MBA; CIPD, MIHRM or HRD Corp Train-the-Trainer (TTT) certificate