HR Manager/Supervisor

MAXONIC MARKETING SDN. BHD.; Penang; On-site; MYR 36,000 - 72,000; Full time

Job summary

MAXONIC MARKETING SDN. BHD. is seeking an HR & Administration Executive in Penang to manage end-to-end recruitment, payroll support, and office administration.

You will coordinate expatriate passes, onboarding, training, ISO documentation, and compliance with Malaysian employment laws. Reporting to the HR Manager/GM, the role covers payroll processing, employee relations, and organising training programs, safety and quality documentation, and general admin tasks to ensure smooth operations for a

Responsibilities

• Handle full recruitment process for local and foreign employees.
• Coordinate expatriate employment pass applications and renewals.
• Prepare employment contracts, offer letters and appointment letters.
• Coordinate onboarding, training, and probation monitoring.
• Prepare payroll, calculate deductions, and handle statutory contributions.

Job description

JOB DESCRIPTION – HR & ADMINISTRATION EXECUTIVE

Department: Human Resources & Administration

Reports To: HR Manager / General Manager

Industry: Manufacturing / Factory

1. Recruitment & Manpower Planning

• Handle the full recruitment process for local and foreign employees.
• Coordinate job advertisements, candidate screening, interviews and selection.
• Manage recruitment and hiring of expatriates (EXPAT), including preparation of employment offers and supporting documentation.
• Coordinate expatriate employment pass applications and renewals with relevant authorities.
• Prepare employment contracts, offer letters and appointment letters.
• Coordinate employee onboarding, orientation and confirmation.
• Monitor probation periods and manpower requirements.
• Maintain updated recruitment records and manpower reports.

2. Payroll & Compensation

• Prepare and process monthly payroll.
• Calculate overtime, allowances, salary adjustments and deductions.
• Handle EPF, SOCSO, EIS and PCB contributions.
• Prepare employee payslips and payroll reports.
• Monitor salary increments, bonuses and other employee benefits.
• Ensure payroll is processed accurately and on time.

3. Employee Relations & Industrial Relations

• Handle employee grievances, complaints and disciplinary matters.
• Prepare warning letters, show-cause letters and other disciplinary documents.
• Assist in conducting domestic inquiries when required.
• Monitor employee attendance, punctuality and workplace discipline.
• Advise management on employee relations and labour-law matters.
• Maintain good communication between management and employees.

4. Training & Development

• Identify employee training requirements.
• Prepare annual training plans and training schedules.
• Coordinate internal and external training programmes.
• Organise training for local and foreign workers.
• Maintain training attendance, evaluation forms and certificates.
• Monitor training effectiveness and employee development.
• Coordinate leadership, technical, safety and quality-related training.

5. ISO Documentation & Quality Management System (QMS)

• Prepare, update and maintain HR-related ISO documentation.
• Ensure HR documents comply with the company's ISO requirements.
• Maintain and control documents, records, procedures and forms.
• Coordinate with relevant departments regarding ISO documentation and updates.
• Assist in preparing documents for internal and external ISO audits.
• Monitor corrective actions and preventive actions (CAPA) related to HR findings.
• Maintain employee training matrices and competency records.
• Ensure proper document filing, revision control and document traceability.
• Assist in reviewing HR procedures and work instructions to ensure compliance with ISO standards.
• Coordinate with the ISO Coordinator / Management Representative on audit requirements.

6. Attendance & Leave Management

• Monitor daily employee attendance and punctuality.
• Manage annual leave, medical leave and other leave applications.
• Monitor absenteeism, lateness and overtime.
• Verify attendance and overtime records before payroll processing.
• Prepare monthly attendance summaries and reports.
• Ensure employees comply with company working hours and attendance procedures.

7. HR Documentation & Legal Compliance

• Prepare employment contracts, confirmation letters, promotion letters and salary revision letters.
• Maintain employee personal files and confidential records.
• Update employee handbooks, HR policies and procedures.
• Ensure compliance with applicable Malaysian employment laws and regulations.
• Handle employment contract stamping and related LHDN documentation.
• Prepare HR documents for government inspections and audits.
• Ensure statutory employment records are properly maintained.

8. General Administration

• Manage office administration and general office supplies.
• Coordinate company meetings, events and employee activities.
• Manage hostel and accommodation administration.
• Coordinate security, cleaning and maintenance arrangements.
• Prepare company memos, notices and announcements.
• Maintain proper administrative filing systems.

9. Occupational Safety & Health (OSH) Coordination

• Coordinate with the OSH Coordinator on employee safety matters.
• Arrange safety training and toolbox briefings.
• Maintain safety training and attendance records.
• Assist in accident and incident documentation.
• Support workplace safety inspections and audits.
• Ensure employees receive relevant safety information and training.