Human Resource & Administration Manager

Lilanz (Malaysia) Sdn. Bhd.; Kuala Lumpur; On-site; MYR 112,000 - 201,000; Full time

Job summary

Lilanz (Malaysia) Sdn. Bhd. is seeking an experienced HR Manager in Kuala Lumpur to lead HR strategy, policy development, and employee lifecycle processes.

The role requires managing recruitment, payroll coordination, employee relations, and performance management across multiple retail outlets while ensuring compliance with Malaysian laws and company guidelines.

Qualifications

• Bachelor's degree in HR, business administration, management or related field.
• 5–8 years of HR and administration experience with some managerial supervisory exposure.
• Strong knowledge of Malaysian HR practices and employment law.
• Experience in recruitment, payroll, employee relations, and HR admin.
• Experience in retail, fashion, FMCG, hospitality or similar fast-paced environments is a plus.
• Excellent communication, interpersonal, negotiation and problem-solving skills; English fluency; Mandarin is a plus.

Responsibilities

• Develop and implement HR policies, procedures and guidelines aligned with business needs.
• Provide HR advice and support to management and staff.
• Oversee full employee lifecycle from recruitment to resignation and offboarding.
• Maintain confidential employee records and HR documentation.
• Prepare HR and manpower reports and management updates.
• Lead recruitment, manpower planning, job postings, interviews, and onboarding.
• Coordinate with department heads and store managers on manpower needs.
• Monitor vacancies, turnover and recruitment costs; build talent pipelines.
• Handle employee relations, grievances, disciplinary matters, and investigations.
• Guide management on employee relations and applicable employment practices.
• Promote a professional, respectful working environment.
• Manage performance appraisal and KPI processes; support managers on objectives.
• Oversee probation, promotions, transfers and performance improvements.
• Coordinate salary, allowances, incentives, overtime, leave and benefits; supervise payroll coordination.
• Ensure payroll accuracy and timely administration; review compensation practices.
• Ensure HR practices comply with Malaysian laws and statutory requirements.
• Oversee statutory matters (EPF, SOCSO, EIS, PCB, HRD Corp) and policy updates.
• Maintain employment contracts, HR letters, policies and records.
• Oversee day-to-day office administration and facilities management.
• Provide HR support to retail outlets; visit outlets as needed.
• Identify operational and people-related issues; propose practical solutions.
• Support employee engagement and promote company culture.

Skills

HR management

Recruitment

Employee relations

Performance management

Payroll

Administration

Retail HR

Employee engagement

Education

Bachelor's Degree in HR/Business Administration

Tools

Microsoft Office

HR systems

Job description

Develop and implement HR policies, procedures, and guidelines in line with business requirements.

Provide HR advice and support to management and employees.

Manage the full employee lifecycle from recruitment and onboarding to resignation and offboarding.

Maintain accurate and confidential employee records.

Prepare HR reports, manpower reports, and management updates.

2. Recruitment & Manpower Planning

Manage the full recruitment process, including manpower planning, job posting, sourcing, interviewing, selection, and onboarding.

Work closely with department heads and Store Managers to identify manpower requirements.

Monitor vacancies, recruitment progress, turnover, and manpower costs.

Develop effective recruitment channels and talent pipelines.

3. Employee Relations & Industrial Relations

Handle employee grievances, disciplinary matters, misconduct cases, and workplace conflicts.

Manage show-cause letters, warning letters, performance issues, probation extensions, transfers, and termination processes.

Conduct investigations and maintain proper documentation for employee relations cases.

Provide guidance to management on employee relations matters and applicable employment practices.

Promote a professional, respectful, and positive working environment.

4. Performance Management

Manage the company's performance appraisal and KPI processes.

Support managers in setting clear performance expectations and objectives.

Monitor probation, confirmation, promotion, transfer, and performance improvement processes.

Advise managers on performance-related concerns and appropriate HR actions.

Oversee payroll preparation and coordination with payroll providers / Finance.

Manage salary, allowances, incentives, commissions, overtime, leave, and employee benefits.

Ensure timely and accurate administration of employee compensation.

Review compensation practices and provide recommendations to management where appropriate.

6. Statutory & HR Compliance

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

Oversee statutory matters including EPF, SOCSO, EIS, PCB, HRD Corp, and other applicable requirements.

Monitor changes in employment legislation and recommend necessary updates to company policies.

Ensure employment contracts, HR letters, policies, and employee documentation are properly maintained.

7. Administration Management

Oversee day-to-day office administration and general administrative matters.

Manage office facilities, equipment, supplies, maintenance, and related services.

Manage company, accommodation, utilities, office access, and other administrative arrangements where applicable.

Ensure a safe, clean, professional, and efficient working environment.

8. Retail Administration

Provide HR and administrative support to retail outlets operations.

Work closely with Store Managers and Operations teams on attendance, leave, manpower, employee relations, and administrative matters.

Conduct regular outlet visits when required.

Identify operational and people-related issues and recommend practical solutions.

9. Employee Engagement & Company Culture

Support internal communication and employee welfare initiatives.

Promote company values, teamwork, accountability, and professional conduct.

Support management in developing a positive and productive workplace culture.

Requirements

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

Minimum 5–8 years of relevant HR & Administration experience, with managerial or supervisory experience preferred.

Strong knowledge of Malaysian HR practices and employment legislation.

Experience handling employee relations, disciplinary matters, recruitment, payroll, and HR administration.

Experience in retail, fashion, FMCG, hospitality or other fast-paced industries will be an advantage.

Strong communication, interpersonal, negotiation, and problem-solving skills. Possess good verbal and written skills in English. Speak and understand Mandarin will be added advantage.

Good leadership and stakeholder management capabilities.

Strong organizational and time-management skills.

Proficient in Microsoft Office and HR systems.

Able to work independently, handle confidential information, and manage multiple priorities.

Willing to travel to company outlets when required.