HR & ADMIN EXECUTIVE - HQ

JOB DESCRIPTION

Position : HR & ADMIN EXECUTIVE

Department : HUMAN RESOURCES

Reporting Line : HR & ADMIN MANAGER

Job Overview:

An HR Executive plays a role in managing human resources functions of an organisation. Perform administrative tasks in the HR department, such of payroll management, hostel management, maintenance of HR records while ensuring compliance with labor laws.

Job Description:

1. Payroll Processing:

a. Process payroll for all employees accurately and in a timely manner and ensure correct calculation of wages, overtime, deductions bonuses etc.

b. Manage off-cycle payrolls as needed for terminations, corrections, or other special circumstances.

c. Ensure compliance with federal, state, and local payroll laws and regulations.

d. Stay updated on changes in payroll regulations and implement necessary adjustments.

e. Update employee information in the payroll system accurately and maintain confidentiality of payroll information and records.

f. Manage and track employee time and attendance records.

g. Stay updated on changes in latest payroll regulations, tax laws, and labor standards.

2. Industrial Relations and Employee Relations (IR & ER):

h. Responsible for managing all aspects of industrial relations and employee relations within the organization.

i. Ensure adherence to all relevant labor laws, regulations, and industrial relations practices.

j. Assist the HR Manager with respect to disciplinary action required, including preparation of documents, investigation of any offence, scheduling hearings, and attendance at hearings.

k. Ensure that HR policies related to industrial and employee relations are consistently applied and communicated across the organization.

3. Incident Report:

a. Receive and log incident reports from outlets and HQ.

b. Ensure all incidents are documented accurately and promptly.

c. Prepare detailed incident reports, including descriptions, causes, and impacts.

d. Conduct investigations into reported incidents to determine root causes.

e. Collect and analyze evidence, including witness statements and physical evidence.

f. Collaborate with relevant departments to gather information and insights.

g. Maintain a comprehensive incident log with all relevant details.

h. Prepare and file incident reports in accordance with company policies and legal

requirements.

i. Ensure that records are organized and accessible for future reference.

j. Issuing a disciplinary letter based on an incident report involves drafting a formal

document that outlines the nature of the incident, the disciplinary action being taken, and any expectations or next steps.

4. Hostel Management:

a. Allocate rooms and beds to employees based on company policies. Maintain accurate

records of occupancy and room assignments.

b. Maintain detailed records of hostel information, occupancy, maintenance activities

and other relevant data.

c. Ensure the hostel facilities are well-maintained and clean. Coordinate with

maintenance staff and external vendors for repairs and regular upkeep.

d. Report maintenance issues promptly and coordinate with maintenance department

to ensure timely repairs.

e. Prepare and submit regular reports on hostel activities, incidents, and any issues

requiring attention to the HR Manager.

f. Ensure that all hostel operations comply with company policies, health and safety regulations, and local laws.

g. Handle inspections, audits, and other regulatory requirements related to hostel

operations.

5. Security Management:

a. Track and monitor the attendance of security personnel, including clock-in/clock-out

times, shifts, and any instances of absenteeism.

b. Address any discrepancies or issues related to security attendance in a timely

manner.

c. Prepare detailed monthly summary reports on security attendance, including analysis

of attendance trends, absenteeism, and shift coverage.

d. Coordinate the implementation of security agreements, ensuring that all terms and

conditions are understood and adhered to by all parties involved.

e. Maintain accurate and up-to-date records of all security agreements and related

documentation.

6. Attendance Monitoring and Management:

a. Oversee and manage the daily tracking of employee attendance, including clock-

in/out times, leaves, and absences.

b. Maintain accurate attendance records using the company’s attendance management

system.

c. Identify and address to the HR Manager on the staff with attendance-related policy

violations.

7. Leave Administration:

a. Administer and manage all types of employee leave and monitor / track employee

leave balances.

b. Ensure compliance with company leave policies and procedures.

c. Stay updated on federal, state and local leave laws and regulations.

d. Provide guidance and support to employees regarding leave policies, procedures,

and eligibility.

e. Maintain accurate and up-to-date records of all leave transactions.

8. HR Representative for Matahari Warehouse:

a. Responsible for managing and overseeing all human resource activities at the outlet

level includes recruitment, onboarding, employee relations, staff performance, training

and compliance with company policies and labor laws.

b. Ensuring that HR policies are implemented effectively and that employee needs are

addressed promptly.

c. Provide support and guidance to employees on HR-related issues, policies, and

procedures.

Job Types: Full-time, Permanent

Pay: RM3,000.00 - RM4,000.00 per month

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Human Resources: 1 year (Preferred)