Human Resources Executive (Higher Education Industry)

City University Malaysia; Petaling Jaya; On-site; MYR 45,000 - 89,000; Full time

Job summary

City University Malaysia is seeking an HR Operations Executive to manage back-end HR operations, contract lifecycle administration, and employee relations documentation. This role emphasizes precise execution of multi-tier employment appointments, onboarding delivery, and support for audit procedures in line with company policies and Malaysian employment laws.

The successful candidate will handle LOA drafting, contract renewals, program administrations, and performance appraisal support while

Qualifications

• 2–4 years of hands-on HR operations experience.
• Experience handling high-volume, multi-tiered employment contracts or renewals.
• Strong Excel skills for data tracking, metrics, and reporting.
• Understanding of Malaysian labor law requirements (JTK/JPP).

Responsibilities

• Execute daily HR operations with strict compliance to policies.
• Draft and issue Letters of Appointment for various employee tiers.
• Coordinate end-to-end contract renewals with approvals.
• Administer internal programs (scholarship, sponsorship, education fund) and track disbursements.
• Support annual performance appraisal across departments.
• Provide guidance to Heads of Departments on timelines and guidelines.
• Organize onboarding and new hire orientation programs.
• Coordinate employee training to support ongoing development.
• Assist with disciplinary matters and DI arrangements.

Skills

Excel

HR operations

Contract administration

Employee relations

Education

Bachelor's or Diploma in HRM/Business Admin

Job description

Human Resources Operation Executive (Higher Education Industry)

The HR Operations Executive / Senior Executive will focus entirely on back-end HR operations, high-volume contract lifecycle administration, and employee relations documentation. This role does not involve active talent acquisition (recruitment) or payroll processing. Instead, it centers on the precise execution of multi-tiered employment appointments, appraisal workflows, corporate program tracking, onboarding delivery, and supporting disciplinary or audit procedures in strict alignment with company policies and Malaysian employment laws.

Key responsibilities

• Execute daily HR operational activities, ensuring administrative efficiency and strict adherence to organizational compliance policies
• Draft and issue specialized Letters of Appointment (LOA) for various tiers of employees, including full-time, contract, project-based, and senior leadership roles
• Coordinate the end-to-end contract renewal process, ensuring timely reminders are sent, renewal documentation is gathered, and management approvals are secured
• Administer internal program processes (such as scholarship, corporate sponsorship, or education fund workflows), including verifying eligibility, compiling documentation, and tracking disbursements
• Administer the annual performance appraisal exercise across all departments and business units
• Provide operational guidance to Head of Departments (HODs) regarding submission timelines and appraisal guidelines
• Consolidate and compile appraisal outcomes into structured summaries for management review and career development planning
• Organize and conduct new employee orientation and onboarding programs to ensure a positive employee experience and successful integration
• Coordinate and facilitate employee training programs to actively support continuous learning and professional development across all departments
• Support the management of disciplinary matters, including conducting initial investigations, organizing documentation, drafting warning/show-cause letters, and assisting with Domestic Inquiry (DI) arrangements

About you

• Bachelor's Degree or Diploma in Human Resource Management, Business Administration, or a related field
• 2–4 years of hands-on HR experience focusing strictly on HR operations, contract administration, or employee relations support
• Proven experience in managing high-volume, multi-tiered employment contracts or contract renewal lifecycles
• Strong Excel skills for data tracking, metric consolidation, and reporting
• Practical understanding of the administrative requirements of Malaysian labor laws and agencies (JTK / JPP)

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.