Senior HR Administration and HRIS Executive

JOB SUMMARY

To lead and manage HR administration and HRIS processes, ensuring efficient support for HR operations, compliance with company policies, and optimal HRIS utilization. This role will also oversee leave management, employee attendance, staff-related documentation, and operational HR functions essential to the retail business.

RESPONSIBILITIES

HR Administration

• Manage the creation, issuance, and record-keeping of all HR-related letters, including offer letters, confirmation letters, promotion letters, warning letters, termination letters, and other employment documents.
• Handle all aspects of employee leave management, ensuring proper monitoring, policy adherence, and accurate updates in the HRIS system.
• Oversee staff attendance systems, ensuring accurate tracking of attendance, overtime, and absences while addressing discrepancies.
• Administer contractors' contracts, ensuring compliance with company policies and renewal timelines.
• Support the implementation and maintenance of ISO processes, ensuring HR practices comply with required standards and assisting with audits as needed.

Staff Facilities and Resources

• Coordinate staff uniform issuance, inventory management, and replacements.
• Manage employee ID tags, ensuring proper distribution, record-keeping, and timely updates for new hires, replacements, or terminations.
• Oversee the allocation and management of season parking arrangements for eligible employees.

HRIS Management

• Administer and maintain the HRIS system, ensuring data accuracy and seamless functionality for leave, attendance, payroll, and employee records.
• Collaborate with IT and HR vendors to troubleshoot system issues and enhance HRIS capabilities.
• Generate HR reports and dashboards (e.g., headcount, turnover, leave, and attendance trends) for management decision-making.
• Provide training and support to employees and HR team members on effective use of HRIS.

Compliance and Records Management

• Ensure that all HR documentation and processes comply with labor laws, company policies, and ISO standards.
• Maintain accurate employee files (both physical and digital) and ensure confidentiality and data protection compliance.
• Prepare for and support internal and external HR audits, including ISO-related audits.

Employee Relations and Support

• Serve as the primary contact for employee inquiries regarding leave, attendance, uniforms, ID tags, and other administrative matters.
• Assist in onboarding and offboarding processes, ensuring all necessary resources (uniforms, ID tags, contracts) are provided or retrieved.
• Handle escalations related to staff attendance or leave disputes and provide recommendations for resolution.

Payroll and Attendance Integration

• Work closely with the payroll team to ensure data accuracy in payroll processing, particularly for attendance, overtime, and leave records.
• Manage attendance system settings and ensure alignment with company policies, including shift patterns, overtime thresholds, and leave deductions.

Process Improvement and Projects

• Identify and drive continuous improvement initiatives in HR administration and HRIS processes to enhance efficiency.
• Support the rollout of new HR technologies or system upgrades in collaboration with internal and external stakeholders.

EDUCATION & EXPERIENCE

Education

• Diploma/ Bachelor’s degree in Human Resource Management, Business Administration, Information Systems, or a related field.

Experience

• At least 3–5 years of experience in HR administration and HRIS, preferably in the retail or fast-paced industry.
• Proven experience handling employee documentation, leave management, attendance systems, and ISO processes.

SKILLS & ABILITIES

• Strong understanding of HRIS platforms (e.g., SAP, Workday, Oracle, or other HR systems).
• Knowledge of labor laws, statutory requirements, ISO standards, and HR best practices in Malaysia.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and HR tools.
• Excellent organizational and multitasking skills with a keen eye for detail.
• Strong analytical and problem-solving skills.
• Exceptional communication and interpersonal skills for dealing with employees across all levels.
• Ability to handle sensitive information with discretion and integrity.