We are looking for an HR Executive to support the day-to-day delivery of people operations across the studio. The role will focus primarily on HR administration, employee lifecycle coordination, HR records, payroll and statutory support, employee queries, and HR process follow-through. As part of a lean HR structure, the role will also coordinate selected workplace, facilities, logistics, and executive support activities that enable employees and management to operate effectively.
Job Responsibilities:
- HR Operations & Employee Lifecycle Support
- Prepare, process and maintain new hire documentation, employment contracts, employee records and personnel files.
- Coordinate onboarding and offboarding activities, including documentation, access arrangements, asset handover and exit clearance.
- Maintain and update employee information in HR systems, trackers and databases accurately and on time.
- Draft and issue routine HR correspondence including offer letters, confirmation letters, employment certificates, contract-related letters and other standard HR documentation.
- Support recruitment coordination, including interview scheduling, candidate correspondence and follow-up with hiring managers.
- Track employee leave, attendance, probation, contract dates and other HR deadlines, and follow up with employees and managers where required.
- Support payroll preparation and monthly HR data checking, including employee changes, leave, claims and other payroll inputs.
- Assist with statutory documentation and HR-related submissions involving EPF, SOCSO, EIS, PCB and other applicable requirements.
- Respond to employee queries on HR policies, benefits, leave, processes and general employment matters, escalating more complex cases to the HR Manager/Head of HR.
- Support employee engagement activities, internal communications, studio events and other people.
- HR Coordination, Workplace & Facilities Support
- Coordinate day-to-day workplace requirements that support employee operations, including office supplies, pantry needs, facilities upkeep and service-provider follow-up.
- Maintain records of company assets assigned to employees, including workstations, access cards, licences and other company property, in coordination with relevant departments.
- Coordinate logistics for internal meetings, employee activities, client visits and company events when required.
- Maintain records and coordinate renewals for office-related licences, insurance, service agreements and other recurring workplace requirements.
- Liaise with Finance on HR- and workplace-related invoices, payments, claims and supporting documentation.
- Maintain basic tracking of workplace expenses, vendor records and supporting documents for proper internal control and reference.
- Executive & Management Coordination Support
- Provide scheduling and coordination support to the Executive Director/management for meetings, appointments and key internal engagements as required.
- Coordinate business travel arrangements, including flights, accommodation, visas and itineraries, where assigned.
- Assist with management correspondence, meeting coordination and follow-up with department heads or external stakeholders.
- Handle confidential employee, management, client and company information with a high level of discretion.
- Provide ad-hoc coordination support to management where the task is reasonably connected to business operations.
Key Requirements
- Diploma or Degree in Human Resources, Business Administration, Management or a related field.
- 2–3 years of relevant experience in HR operations, HR coordination or a generalist HR support role.
- Working knowledge of Malaysian employment requirements and statutory HR processes.
- Experience handling employee records, HR documentation, onboarding/offboarding and HR systems or payroll inputs.
- Strong organisational skills with the ability to manage multiple priorities and follow through on deadlines.
- Good written and spoken English and Bahasa Malaysia, including confidence liaising with employees, vendors and government agencies when required.
- High level of discretion and professionalism when handling confidential employee and company matters.
- Proficient in Microsoft Office; familiarity with HRIS/payroll software is an advantage.
- Comfortable working in a fast-paced, multicultural and creative environment.