HR and Admin Executive

Job Responsibility

Employee Relations

1. Conduct exit interviews.
2. Organize employee engagement activities such as birthday parties, managing sports/recreation clubs, team building, suggestion boxes, face-to-face meetings, and complaint forms.
3. Conduct employee surveys to improve the working environment.
4. Ensure all employees work in good conditions without work pressure issues.

Industrial Relations

1. Execute company policies and procedures.
2. Address staff grievances, complaints, or disciplinary issues related to work, employment terms, or personal problems and resolve them promptly.
3. Manage employee discipline, performance, and grievances through a progressive disciplinary approach.
4. Write charge sheets, and warning letters, and collaborate with line managers to rehabilitate employees with disciplinary issues.
5. Conduct thorough investigations on alleged misconduct and act as the prosecutor for the company in Domestic Inquiries.
6. Provide advice and counseling on disciplinary issues, ensuring compliance with labor laws, employment contracts, and company regulations.

Training and Development

1. Maintain and update individual employee training and competency records.
2. Coordinate all training courses and follow up on post-training evaluations.
3. Oversee the onboarding process, including induction and assimilation into the organization.
4. Prepare training materials and conduct induction and training programs.
5. Conduct briefings on new HR policies, procedures, rules, and regulations.
6. Conduct Training Needs Analysis and support the production team in handling On-Job Training.
7. Plan and coordinate training activities with relevant departments or employees.
8. Manage in-house certification, familiarization programs, and competency assessment processes.
9. Handle all matters related to company training funds (HRDF) and maintain training records.

Recruitment, Manpower, and HR Operations

1. Ensure effective and timely recruitment for positions below officer level.
2. Establish a manpower plan with department heads for below officer levels.
3. Receive and process Manpower Requisition Forms (MRF) from HODs.
4. Prepare and arrange advertisements, screen, and sort new candidates from platforms like Indeed and JobStreet.
5. Schedule and facilitate interviews, ensuring a smooth interview flow.
6. Conduct orientation and induction programs for new hires to ensure understanding of HR policies.
7. Prepare and update the company's organizational chart and manpower status.
8. Ensure all staff are in good condition and ready for production.
9. Prepare, receive, compile, and update job descriptions for all departments and maintain records.

Administration Tasks, Functions, And Reports

1. Assist in management and administrative-related issues and reports.
2. Oversee the following:
1. Office groceries and beverages.
2. Uniform and safety shoe distribution.
3. Company lockers.
3. Submit and update monthly utilities reports for analysis.
4. Liaise with local authorities for licenses, permits, applications, and bill matters.
5. Manage office equipment maintenance, including furniture, telephone systems, copiers, vending machines, and water dispensers.
6. Conduct hostel audits and address complaints and requests.
7. Manage company vehicle maintenance.
8. Handle business travel and hotel arrangements for management and employees upon request.
9. Maintain office cleanliness.

Occupational Health and Safety (OSH) and Environmental Management System

1. Support the Safety and Health Committee on all safety and health-related matters.
2. Comply with OSH, EMS rules, regulations, statutory laws, and requirements.
3. Support Safety & Health Committee in liaising with BOMBA, NIOSH, and local authorities.
4. Assist departments in conducting annual ISO refresher training for manufacturing, QC, and warehouse staff.
5. Promote hygiene, 5S, Safety, Health & Environment, and Zero Accident initiatives.
6. Maintain workplace cleanliness and safety.

HR Improvement Projects and Assignments

1. Assist HR and Admin Manager in assigned projects or special assignments.
2. Implement projects and ensure successful delivery.
3. Evaluate project results and provide feedback for improvements.
4. Analyze data independently and make sound judgments based on research and surveys.

Payroll

1. Assist and support Assistant Manager/Manager in ensuring accurate and timely payroll administration.
2. Handle all functions of HRIS and manage company payroll while ensuring compliance and accuracy.
3. Support payroll transactions efficiently, accurately, and in a timely manner.
4. Maintain and update payroll records, resolving discrepancies as needed.
5. Ensure the timeliness and accuracy of the payroll process.

Others

1. Perform any other related tasks as assigned by Top Management.

Job Requirements

Language Required

1. Mandarin, English, and Bahasa Malaysia.

Education Background

1. Certificate or Diploma in any discipline.
2. OR SPM with at least 2 years of experience in the HR field.
3. Fresh Graduates are welcomed to apply.

Knowledge

1. Good knowledge of the Employment Act.

Experience

1. Minimum 3 years of working experience in HR and Admin.
2. At least 2 years of hands-on experience in a payroll system.

Skills And Abilities

1. Proficiency in payroll software.

Job Benefits

1. EPF / SOCSO
2. Annual leave