HR EXECUTIVE

JOB DESCRIPTION
To provide effective and efficient Human Resources support and coordination across the organization, ensuring the
smooth administration of HR operations, recruitment, employee support, payroll coordination, workforce
mobilization, HR documentation, and compliance requirements. The HR Executive will support HR activities across
Malaysia, Australia, India, and the Philippines and work closely with management, employees, recruitment teams,
contractors, Admin Support, and external stakeholders.

Key Duties and Responsibilities

1. Human Resources Operations

• Manage and coordinate day-to-day HR administration and operations.
• Support the full employee lifecycle, including recruitment, onboarding, leave administration, performance-related matters, and offboarding.
• Maintain accurate employee records, personnel files, and HR documentation.
• Prepare employment letters, HR correspondence, reports, and other relevant documentation.
• Provide HR support and guidance to employees and management on HR-related matters.
• Support HR compliance requirements, audits, and reviews where required.
• Provide HR support across Malaysia, Australia, India, and the Philippines.
• Coordinate with multiple entities, departments, Admin Support, and external stakeholders on HR-related matters.
• Support cross-border recruitment and workforce coordination.
• Contribute to improvements in HR processes, documentation, and administrative procedures.
• Ensure effective communication, follow-up, and coordination across different locations and time zones.

2. Recruitment & Manpower Coordination

• Coordinate recruitment activities across Malaysia, Australia, India, and the Philippines.
• Liaise with management, hiring managers, recruitment teams, and external recruitment partners on manpower requirements.
• Arrange interviews, coordinate candidate communication, and follow up on recruitment requirements.
• Work collaboratively with Admin Support on recruitment administration and interview arrangements.
• Coordinate onboarding requirements for new employees and contractors.

3. Payroll Administration

• Coordinate and support the fortnightly Australian payroll.
• Review and verify payroll-related information, including attendance, leave, allowances, deductions, and other relevant payroll inputs.
• Liaise with relevant stakeholders to ensure accurate and timely payroll processing.
• Assist with payroll-related reporting, documentation, and employee enquiries.
• Maintain confidentiality of payroll and employee remuneration information.

4. Employee Support & HR Matters

• Act as a key point of contact for employees on HR and payroll matters.
• Provide guidance and assistance on HR policies, procedures, leave, documentation, and employment-related enquiries.
• Maintain confidentiality when handling employee and company information.
• Support management in addressing routine employee-related matters.
• Escalate sensitive or complex employee matters to management where appropriate.

5. Workforce Mobilization & Compliance

• Coordinate workforce mobilization requirements for Australian engineering projects, including medical appointments, documentation, and other pre-mobilization requirements.
• Assist with employee and contractor mobilization documentation.
• Ensure required HR and compliance documentation is completed prior to mobilization.
• Liaise with relevant stakeholders regarding workforce requirements.
• Maintain accurate records relating to workforce mobilization.

6. Work Pass & Expatriate Administration

• Support work pass applications, renewals, and related documentation.
• Coordinate required supporting documents with employees and relevant external parties.
• Monitor work pass requirements and follow up on outstanding documentation.
• Maintain appropriate records relating to expatriate and work pass matters.

7. Confidentiality & Information Management

• Maintain confidentiality of employee, payroll, recruitment, and company information.
• Ensure sensitive HR information is handled appropriately and accessed only on a need-to-know basis.
• Provide access to HR information on a need-to-know basis where administrative support is required.
• Ensure HR records and documentation are maintained securely and accurately.

8. Teamwork & Process Improvement

• Work collaboratively with Admin Support and other departments to ensure smooth and efficient completion of administrative and HR activities.
• Provide guidance and clarification to Admin Support on HR-related administrative tasks where required.
• Identify opportunities to improve HR and administrative processes.
• Contribute to a positive, professional, and collaborative working environment.
• Support other reasonable duties and company initiatives as required.

JOB SPECIFICATION

• Diploma or bachelor's degree in human resources, Business Administration, Management, or a related field.
• Minimum 1-3 years of relevant experience in Human Resources or HR administration.
• Experience in recruitment and employee lifecycle administration.
• Experience in payroll coordination will be an advantage.
• Experience supporting multiple entities or regional operations will be an advantage.
• Strong organizational and time-management skills.
• Good attention to detail and accuracy.
• Ability to handle confidential employee and company information.
• Proficient in Microsoft Office applications.
• Able to work independently and collaboratively with others.