HR EXECUTIVE

Job Summary
The HR Executive is responsible for overseeing and managing the company's overall human resource operations,
ensuring smooth execution of HR functions and compliance with applicable Malaysian employment legislation,
particularly the Sarawak Labour Ordinance.
The role involves managing the full spectrum of HR activities, including recruitment and manpower planning, payroll
administration, employee relations, immigration and expatriate affairs, performance management, HR policies and
regulatory compliance.
The successful candidate must be capable of independently managing daily HR operations, providing practical HR
advice to management and employees, resolving employee-related matters, and ensuring that all HR processes are
conducted accurately, efficiently and in accordance with statutory requirements.

Key Responsibilities

1. HR Management & Regulatory Compliance

• Oversee and manage the company's overall HR operations, ensuring that all HR activities are carried out efficiently and in accordance with company policies and procedures.
• Ensure compliance with the Sarawak Labour Ordinance, Employment Act 1955 where applicable, Industrial Relations Act 1967, EPF Act, SOCSO regulations and other relevant Malaysian employment legislation.
• Keep updated on changes in employment laws, statutory requirements, government regulations and HR best practices, particularly those affecting employers in Sarawak.
• Review, develop and implement HR policies, procedures, employee handbooks and employment-related guidelines.
• Prepare and review employment contracts, confirmation letters, promotion letters, transfer letters, salary adjustment letters and other HR-related correspondence.
• Advise management on employment matters, disciplinary issues, staff entitlements, termination procedures and labour law compliance.
• Ensure proper documentation and timely submission of statutory and regulatory reports.

2. Immigration, Foreign Worker & Expatriate Management

• Act as the main liaison person between the company, foreign workers and appointed immigration/recruitment agents on all foreign worker and expatriate-related matters.
• Coordinate with appointed agents on foreign worker quota applications, work permit applications, renewals, extensions and cancellations.
• Communicate with foreign workers to obtain the necessary personal information, passports, photographs and supporting documents required by the appointed agents.
• Review and verify the completeness and accuracy of documents before forwarding them to the appointed agents.
• Maintain an updated database of foreign workers' personal particulars, passport details, work permit information, employment status and expiry dates.
• Monitor passport and work permit expiry dates and remind the appointed agents and relevant foreign workers in advance to ensure timely renewal arrangements.
• Follow up with appointed agents on application progress, pending documentation, renewal status and other outstanding matters.
• Coordinate with agents and foreign workers regarding medical examinations, passport renewals, document collection and other related arrangements when required.
• Keep proper records of submitted documents, application status, approved permits and immigration-related correspondence.
• Assist management in monitoring foreign worker headcount, quota utilisation and manpower requirements.
• Ensure the company maintains updated records of all foreign workers and expatriates in accordance with internal HR requirements.
• Handle other foreign worker and expatriate administrative matters as assigned by management.

3. Payroll Administration & Statutory Contributions

• Independently manage and process the company's monthly payroll using AutoCount Payroll Software.
• Ensure accurate calculation of basic salary, overtime, allowances, commissions, incentives, unpaid leave, deductions and other payroll adjustments.
• Verify attendance records, timesheets, overtime claims, leave records and payroll supporting documents before processing.
• Calculate and administer statutory contributions and deductions, including:
  • Employees Provident Fund (EPF)
  • Social Security Organisation (SOCSO)
  • Employment Insurance System (EIS)
  • Monthly Tax Deduction (PCB/MTD)
  • Human Resource Development Corporation (HRD Corp)
• Ensure timely preparation and submission of statutory payments, declarations and relevant reports.
• Prepare monthly payroll summaries, bank payment schedules, payslips and payroll reports for management review.
• Reconcile payroll records and investigate discrepancies relating to salaries, statutory contributions and employee deductions.
• Handle employees' payroll enquiries, salary discrepancies, tax deductions and statutory contribution matters.
• Prepare annual payroll documentation, including EA Forms, Form E and other relevant tax-related reports.
• Maintain strict confidentiality and security of payroll information and employee salary records.

4. Talent Acquisition & Recruitment Management

• Plan and manage the full recruitment and selection process based on the company's manpower requirements.
• Work closely with department heads and management to identify staffing needs, job requirements and recruitment priorities.
• Prepare and update job descriptions, job advertisements and candidate specifications.
• Advertise vacancies through suitable recruitment platforms, social media, recruitment agencies and other channels.
• Review applications, shortlist candidates and conduct interviews or coordinate interview sessions with relevant department heads.
• Assess candidates' qualifications, experience, skills and suitability for the respective positions.
• Manage salary negotiations, employment offers and candidate selection recommendations.
• Conduct reference checks and verify relevant candidate information where required.
• Prepare employment offers, appointment letters and onboarding documentation.
• Coordinate new employee orientation, induction programmes and probation arrangements.
• Monitor recruitment progress and maintain an updated recruitment database and manpower records.
• Review recruitment effectiveness and recommend improvements to attract and retain suitable employees.

5. Employee Relations & Disciplinary Management

• Act as the main HR contact person for employee-related matters, workplace concerns and grievances.
• Handle employee complaints, workplace disputes, misconduct cases and disciplinary issues professionally and confidentially.
• Conduct preliminary investigations, gather relevant information and maintain proper records of employee misconduct and grievances.
• Prepare show-cause letters, warning letters, domestic inquiry documentation and other disciplinary correspondence where appropriate.
• Advise management and department heads on appropriate disciplinary procedures in accordance with applicable employment laws and company policies.
• Facilitate communication between employees and management to promote a positive and productive working environment.
• Monitor employee attendance, punctuality, absenteeism and workplace conduct.
• Assist management in managing employee performance concerns, conflict resolution and corrective actions.
• Coordinate employee counselling sessions and follow up on employee-related issues until resolution.

6. Performance Management & Employee Development

• Coordinate and oversee the company's annual or periodic employee performance appraisal process.
• Establish and monitor performance evaluation timelines, forms and procedures.
• Work with department heads to ensure employees' performance reviews are completed fairly and on time.
• Track probation evaluations, confirmation reviews, performance improvement plans and employee development progress.
• Identify training and development needs based on employee performance and departmental requirements.
• Coordinate internal and external training programmes and maintain training records.
• Monitor training participation and maintain HRD Corp-related training documentation and claims where applicable.
• Recommend employee development, promotion and career progression initiatives to management.

7. HR Administration, Records & Benefits Management

• Oversee the maintenance of accurate, complete and confidential physical and electronic employee records.
• Ensure all employee documentation is properly filed, updated and readily accessible when required.
• Manage employee leave administration, including annual leave, medical leave, hospitalisation leave, maternity leave, paternity leave and other applicable leave entitlements.
• Monitor leave balances, attendance records and employee movement.
• Manage employee confirmation, promotion, transfer, resignation and termination documentation.
• Ensure proper clearance, final salary calculation, return of company property and exit documentation during employee separation.
• Prepare regular HR reports covering headcount, recruitment, turnover, absenteeism, leave utilisation and other HR statistics.

8. Management Reporting & HR Improvement

• Prepare monthly HR reports and provide updates to management on manpower, payroll, recruitment and employee-related matters.
• Monitor HR operational issues and recommend improvements to existing processes and procedures.
• Identify potential HR risks and recommend appropriate corrective or preventive measures.
• Ensure HR documentation, payroll records and employee information are properly maintained for internal audits and external inspections.
• Support management in manpower planning, organisational development and HR-related decision-making.
• Undertake other HR-related duties and special assignments as assigned by management.

Job Requirements

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration or a related discipline.
• Minimum 5 years of practical experience in a full-spectrum HR role.
• Strong working knowledge of Malaysian employment legislation, particularly the Sarawak Labour Ordinance and its practical application.
• Experience in foreign worker management, immigration documentation, quota applications and expatriate work permits in Sarawak.
• Hands-on experience in monthly payroll processing, statutory contributions and AutoCount Payroll Software.
• Good knowledge of EPF, SOCSO, EIS, PCB/MTD and HRD Corp requirements.
• Proficient in English, Bahasa Malaysia and Mandarin, both written and spoken.
• Good knowledge of Microsoft Office, particularly Excel, Word and payroll-related reporting.
• Strong communication, interpersonal, analytical and problem-solving skills.
• Able to work independently, manage multiple priorities and handle confidential employee information with integrity.