HR Officer

Job Title: HR Officer / HR Executive (Investigation & Documentation Specialist)

Location: Melaka, Malaysia

Employment Type: Full-time

Salary

• During Probation: RM1,900 per month
• After Confirmation: RM2,500 per month

Job Overview

We are seeking a highly meticulous, proactive, and courageous HR Officer / HR Executive to join our team in Melaka. This is a specialized HR role focused on investigation, documentation, and policy enforcement support, designed for candidates who can objectively identify policy violations and support management in maintaining company discipline.

This role is not an autonomous disciplinary role — the HR Officer will collect evidence, investigate employee behavior, and draft formal letters, but all final approvals, signatures, and enforcement are done by management.

This position is ideal for someone who is principled, detail-oriented, courageous, and highly organized, capable of handling sensitive employee matters with integrity and discretion.

Key Responsibilities

• Policy Monitoring & Discipline Investigation
• Monitor and identify employee violations of company policies, procedures, or rules.
• Collect and organize evidence, including attendance logs, sales and performance records, inventory discrepancies, and operational deviations.
• Analyze findings and prepare detailed investigation reports for management review.
• Drafting HR Documentation
• Draft Warning Letters, Deduction Letters, Final Warnings, and other formal HR correspondence.
• Ensure all drafts are legally compliant, accurate, and supported by documented evidence.
• Submit all drafts to management for approval and signature before issuance.
• Collaboration with Accounting & Management
• Work closely with accounting to provide accurate payroll, deduction, bonus, and commission data for management review.
• Assist management in evaluating evidence and determining appropriate disciplinary measures.
• Maintain meticulous records for auditing and reference purposes.
• Employee Relations Support
• Assist management in communicating policy decisions to employees under guidance.
• Provide clarifications regarding company policies but do not make final disciplinary decisions.
• Policy Analysis & Improvement
• Identify recurring issues or policy gaps and propose improvements to enhance compliance and operational efficiency.
• Generate regular reports summarizing employee discipline cases, policy compliance, and investigation outcomes.

Ideal Candidate Profile

The ideal candidate should have the following qualities and skills:

• Principled and impartial; not easily influenced by employees.
• Courageous and assertive, able to raise issues or report violations objectively.
• Highly organized, with strong attention to detail and thorough documentation skills.

Skills & Knowledge

• Basic knowledge of Malaysian labor laws to identify potential legal risks.
• Familiarity with company policies, employee handbooks, and disciplinary procedures.
• Strong analytical skills for collecting and interpreting evidence.
• Excellent written and verbal communication skills, especially for drafting formal letters.
• Ability to collaborate with management, accounting, and employees professionally.

Experience

• At least 1 years of HR experience, preferably with exposure to compliance, disciplinary processes, or HR documentation.
• Experience in handling sensitive employee cases is a plus.

Work Characteristics

• Support Role: The HR Officer assists management; does not make independent disciplinary or salary deductions.
• Evidence-Oriented: Responsible for investigation, evidence collection, and draft documentation.
• High Responsibility: Work directly impacts company compliance and legal safety; accuracy and integrity are critical.
• Collaboration Required: Must work closely with management, accounting, and employees.

Job Type: Full-time

Pay: RM1, RM2,500.00 per month

Work Location: In person