hr executive

Job Summary:

The HR Executive (Operations) is responsible for managing and executing all operational aspects of the Human Resources function, including payroll administration, attendance and leave management, employee benefits and welfare programs, policy implementation, and compliance with statutory and corporate requirements. This role ensures accuracy, transparency, and governance in HR operations while supporting a positive and compliant workplace culture across both local and international business units. This role is expect to attend to any other Ad-Hoc task as per instructed by Superior or Management from time to time.

1) Key Responsibilities

Payroll Administration

• Prepare, verify, and process monthly payroll accurately and on schedule for local and international employees.
• Ensure compliance with statutory deductions and contributions such as EPF, SOCSO, EIS, PCB, and other regional employment requirements.
• Liaise with Finance to reconcile payroll data, ensure proper accounting entries, and maintain confidentiality of payroll records.
• Manage salary adjustments, allowances, overtime, and deductions in accordance with company policies and approvals.
• Prepare payroll reports and analytical summaries for management review.
• Support audits related to payroll and statutory submissions.

Attendance & Leave Management

• Administer the company's attendance and leave management system, ensuring data accuracy and timely updates.
• Verify and record staff attendance, absences, medical leaves, and other time-off requests.
• Monitor leave entitlements, carry-forward balances, and leave encashment processes.
• Generate periodic attendance and absenteeism reports to support workforce planning and performance monitoring.
• Ensure leave and attendance practices are consistent with company policy and employment law.

Employee Benefits & Welfare

• Administer employee benefits programs including medical, insurance, allowances, and other entitlements.
• Maintain up-to-date benefits records and ensure timely renewals (insurance, medical panels, etc.).
• Review and recommend enhancements to employee welfare programs to improve satisfaction and retention.
• Coordinate company events, employee engagement activities, and recognition programs.
• Serve as a point of contact for employees on benefits inquiries and welfare matters.

Employee Relations & Engagement

• Foster positive employee relations through fair and transparent HR practices.
• Support grievance handling, disciplinary matters, and counselling sessions in line with company policy and legal requirements.
• Assist in conducting employee engagement surveys, collating feedback, and recommending improvement actions.
• Participate in planning and implementing engagement programs (e.g., staff gatherings, wellness initiatives, appreciation events).
• Promote a culture of open communication, teamwork, and respect across the organization.

Policy Development, Standardization, Implementation and Compliance

• Develop, review, and update HR policies, handbook and procedures in compliance with Malaysia and international employment standards.
• Ensure consistent application and effective implementation & communication of HR policies, procedures, and code of conduct across company locations
• Support periodic policy review and recommend updates based on operational needs and legislative changes.
• Ensure HR activities comply with Malaysian Employment Act 1955, Industrial Relations Act 1967, and other applicable labor laws.
• Maintain readiness for internal and external HR audits and ensure documentation is properly managed.
• Support the enforcement of disciplinary actions and staff investigations with professionalism and fairness.
• Conduct audits to ensure HR policies are consistently applied and compliant with legal requirements

Government Liaison & Statutory Administration

• Serve as the primary liaison for all government-related HR matters, including EPF, SOCSO, EIS, LHDN, HRD Corp, and Immigration.
• Ensure timely submission and payment of all statutory contributions and reports.
• Handle applications, renewals, and compliance related to foreign workers, expatriates, or international staff work permits.
• Support communication and documentation for inspections or audits by government authorities.
• Maintain compliance with international labor and tax regulations for cross-border employment.

HR Management System (HRMS) & Data Governance

• Manage and update employee information in the HR Management System, ensuring data integrity and confidentiality.
• Support HR digitalization initiatives, including automation of leave, payroll, and appraisal processes.
• Generate HR analytics and reports (e.g., headcount, turnover, leave utilization) to support management decisions.
• Coordinate with IT or system vendors on HR system enhancements and troubleshooting.
• Uphold data protection standards and ensure HR data governance aligns with the company's compliance framework.

International HR Governance & Coordination

• Support HR governance for regional and international offices, ensuring consistent application of company HR standards.
• Provide assistance in payroll, policy interpretation, and benefits administration for overseas staff.
• Maintain awareness of international employment regulations and coordinate with external consultants when necessary.
• Facilitate HR reporting and compliance requirements across multiple jurisdictions.
• Support alignment of international HR processes with headquarters' operational framework and corporate culture.

2) Authority

• Handle and process payroll data and employee information confidentially.
• Prepare payroll reports, statutory submissions, and HR documents for approval.
• Update and maintain employee records, benefits, and leave details in HRMS.
• Enforce and ensure compliance with HR policies and labor laws.
• Communicate with government agencies (EPF, SOCSO, LHDN, HRD Corp, Immigration) for HR-related matters.
• Coordinate employee welfare, benefits, and engagement activities.
• Supervise and guide the HR Administrator in daily HR operations.
• Generate HR reports and provide data support for management decisions.
• Participate in audits, investigations, or compliance reviews when assigned.
• Carry out any ad-hoc tasks or special assignments as directed by the HR Manager or Management.

3) Requirements & Qualifications

• Bachelor's Degree in Human Resource Management, Business Administration, or related field.
• 3–5 years of experience in HR operations, payroll administration, or generalist HR functions.
• Solid knowledge of Malaysian labor law and statutory requirements (EPF, SOCSO, EIS, HRD Corp, etc.).
• Experience handling multi-country HR operations or expatriate payroll is an added advantage.
• Proficiency in HRMS / payroll systems and Microsoft Excel for data reporting.
• Strong organizational and problem-solving skills with high attention to detail.
• Excellent interpersonal and communication abilities across all organizational levels.
• Demonstrated confidentiality, integrity, and professionalism in handling sensitive HR data.

4) Preferred Skills & Competencies

• Knowledge of cross-border employment compliance and international statutory implications.
• Strong numerical and analytical aptitude for payroll and reporting accuracy.
• Ability to handle fast-paced environments and meet strict deadlines.
• Continuous improvement mindset with an interest in HR digital transformation.
• Team-oriented with strong coordination and service-oriented attitude