HR & Admin Generalist (Senior & Lead)

TMS Software is one of the companies included in the Transition Technologies Group. We specialize in outsourcing IT professionals, including the leasing team - we offer the entire project teams with a dedicated Team Leader. Among our customers there are world leaders from sectors like: automatic control, energetics, transport, industry, healthcare, banking. Our teams are involved in projects where they create from the very beginning, implement and develop very often innovative solutions that support our customers'​ core business activities, as well as optimizing the number of business processes. Our website: www.ttms.my

HR Function:

• Responsible for developing, implementing, and coordinating HR policies relating to employment, labor and employee relations, administration, developing and training, benefits, and employee services
• Develop programs, policies, and procedures regarding employment, analyzes workforce, turnover, and other HR statistics
• Oversee the management of all company benefits, including medical, optical, dental claims, and bonuses, ensuring that policies are up-to-date and compliant with regulations
• Oversee and manage the update, maintenance, and safekeeping of employee personnel files and related documents in both the HRM System and physical folders (P Folders)
• Consult with management and relevant team to understand all necessary aspects and needs of HR and deployment of HR initiatives e.g., Staff Engagement, HRM system implementation, etc.
• Provide strategic recommendations to management regarding potential improvements or changes to benefit offerings
• Provide timely and professional advice to the local management on all aspects of HR issues
• Oversee the onboarding process, ensuring new employees are seamlessly integrated into the organization through proper orientation, training, and engagement.
• Manage the offboarding process, including exit interviews, final documentation, and ensuring compliance with internal policies
• Performance management (Probation & Annual)
• Preparation of Employee Contracts, Addendums, Letters and etc.
• Execution on any new policies or projects driven by management
• Responsible for preparation and submission of all HR Reports in timely manner and to also work closely with Finance team in audit related matter.

Learning & Development:

• Working closely with Branch Manager and Line Managers to have a full understanding of their needs and training requirements
• Acting as the go to within the business for anyone with questions or queries regarding training and development plans
• Having an awareness of the allocated budget and an ability to find solutions to implement the required training
• Building relationships with 3rd party training providers
• Good knowledge of HRD Corp procedures, including hands-on experience with managing claims, grants, and all related processes within the HRD Corp syste

Mobility:

• Handle the end-to-end process for all types of visa applications for expats, including new applications, renewals, cancellations, and related activities using MDEC, ESD, and DE Rantau systems.
• Manage the relocation process for expatriates, including policy management, covered claims under the company, and completing required processes such as new account openings and statutory registration for payroll.
• Ensure compliance with all required authority such as (MyFutureJob, JTK, etc), ensuring all approvals are completed on time.
• Stay updated on any changes in regulations and procedures from relevant authorities, ensuring compliance with new rules and timely renewals.

Payroll Administration:

• To oversee and ensure payroll is completed in an accurate and timely manner, ensuring compliance to local legislation
• To oversee on all calculation related to leaves, overtime, and benefits records
• To assist on tax account creation, process tax clearance for foreigners in accordance with local legislation
• Work closely with HR team to prepare payroll reports to Management & payroll vendor in an accurate and timely manner
• To work closely with HR team and external payroll vendor on all payroll related matter including annual BE form preparation

Timesheet & Billing Coordination

1. Oversee the SA (Service Agreement) billing and timesheet process, including compiling timesheet data, obtaining internal approvals, and coordinating with the finance team on payment arrangements.
2. Ensure the timely preparation of SA billing, ensuring alignment with the company’s financial processes and compliance with the new implementation of E-Invoicing, facilitating seamless invoicing processes.
3. Collaborate closely with internal teams to simplify and streamline the billing process, ensuring efficient adoption and integration of E-Invoicing into the current workflow for improved accuracy and compliance.

IR & ER/Engagement:

• To work closely with Branch Manager and be the advisor to handle the full spectrum of IR/ER related tasks such as disciplinary matters, staff counselling, grievances handling, PIP, labour disputes, domestic inquiries, termination process and other industrial relations procedures in compliance with labour laws.
• Advocate all HR activities along with HR & Marketing team, inculcating a positive and engaging culture in Malaysia
• Lead the enhancement of company-wide recognition & welfare programs by working closely with the Management to drive recognition culture to create better lives & welfare for employees
• Conduct studies and survey related to the people in organisations that will benefit in people engagement activity

Admin related:

• To assist in overall office administrative duties such as travel arrangement, pantry item purchasing, IT etc
• Oversee and support the process of raising weekly payment requests for the Malaysia office, ensuring accuracy and timely submission for processing
• Monitor vendor & building maintenance, purchasing and license renewal
• Handling memo and implementation of SOP for office
• To oversee and manage the entire office administration to ensure smooth operation on daily basis
• Other related duties as assigned from time to time.

Requirements:

1. 3-5 years of working experiences across the full spectrum of HR. Experience working in MNCs / IT Field or have experience in handling expat workers will be an added advantage.
2. Candidate must possess at least Diploma/Advanced/Higher/Graduate Diploma in Business Studies/ Administration/Management, Human Resource Management, Secretarial or equivalent.
3. Knowledge of Microsoft Office (Words, Excel, Power Point) & Microsoft Outlook/Teams
4. Good understanding and knowledge of Malaysia’s Employment Act, labor laws, payroll management, general human resources policies and procedures and familiar with Human Resource Management System.
5. Preferably, someone with experience working across different types of employment engagement, such as Service Agreements (SA) and B2B (Business to Business) contracts, demonstrating versatility in handling various workforce structures and needs.
6. Knowledge in Immigration Processes: Ability to manage work visa applications, renewals, and ensure compliance with local immigration laws and regulations.
7. Ability to collaborate with diverse teams from different cultural backgrounds, adapting to various work styles and communication methods.
8. Strong communication and interpersonal skills - able to interact with people of different levels within the company.
9. Excellent oral and written command of English & Bahasa Malaysia.
10. Proactive, fast learner, and interested in working with people and interact with all levels of the organisations.
11. Preferable someone with good people skills, passionate about helping others, and will go the extra mile to make sure people feel heard and happy in their place of work
12. Quick to build rapport within the organisation regardless of culture, personality, or country of origin
13. Preferable someone who can adapt to frequent changes, thrive in a fast-paced environment, demonstrate flexibility, and has excellent follow-up skills to ensure tasks are completed efficiently and deadlines are met.
14. Good follow-up committed and responsible personnel. Detail oriented, strong organizational, analytical, and multi-task skills.
15. Highly reliable, fast learner and able to deal with confidential information in secure manner.
16. Preferably candidate(s) who are interested to excel in HR & Admin career path and able to work in PFCC Bandar Puteri, Puchong.
17. Preferable someone that able to commit to work within short notice period

We offer:

• Interesting and challenging work in a dynamically growing company.
• Stable employment and professional development.
• Competitive salary & benefits.
• Collaboration with experienced experts in an international environment.
• Opportunity to develop your career in new organizational structures.
• Work with the latest IT technologies.
• Great working atmosphere.