Human Resources – Foreign Worker & Administrative Management

Job Description 

About us: 

Kian boasts a rich 40-year history as a trailblazer in the furniture industry, specializing in providing top-tier furniture solutions for QSR/F&B giants such as McDonald's, KFC, Pizza Hut, Burger King, and more. Our proven track record is a testament to our commitment to excellence, innovation, and client satisfaction. At Kian, we pride ourselves on fostering a culture of teamwork, collaboration, and continuous improvement. 

Job Overview: 

We are seeking a proactive and experienced Senior Human Resource Executive to oversee the comprehensive management of foreign workers and administrative operations. This pivotal role ensures compliance with statutory requirements and enhances operational efficiency. 

Job Responsibilities 

Foreign Workers Management 

1. Passport & Work Permit Renewal  

• Manage the renewal process for foreign workers' passports and work permits, liaising directly with Immigration (IMM) and embassies. 

1. Medical Screening (FOMEMA) 

• Coordinate registration, payment, and appointment scheduling for medical screenings. Follow up on unfit cases with panel clinics and appeal if necessary. 

1. Insurance (FWCH) 

•  Register and submit insurance applications via the FWCMS portal two weeks before expiry. Ensure timely receipt of documents. 

1. Hostel Compliance (JTK) 

• Handle applications, submissions, and payments for hostel compliance. Coordinate site inspections and collect certifications upon approval. Address rejections by appealing or changing hostels. 

1. Check-In Memo (CIM) 

• Manage quota applications, KDN interviews, levy payments, and e-visa processing for new recruits. Coordinate with third parties for flight arrangements, passport handling, insurance, and offer letters. Ensure airport clearance upon arrival. 

1. Check-Out Memo (COM) 

• Process COM for contract end, termination, or medical unfit cases. Arrange flight tickets, submit COM via IMM, handle CP22, LHDN, and facilitate departure. 

1. Employment Updates to JTK 

•  Submit PA 1/13 for new hires within 14 days and PA 2/13 for resignations within 30 days. 

1. SOCSO Registration 

•  Register new hires, report accidents, and handle claims processing. 

1. Special Pass (SP): Apply and pay RM100 for SP when permits expire. Ensure SP is valid for one month and appears in IMM within seven working days. 

Administrative Management  

1. Overtime & Attendance 

• Track overtime via TCMS V3, verify OT, and report to relevant personnel. 

1. Staff Claims 

• Verify receipts and submit to Finance for filing 

Governance & Regulatory Compliance 

1. Act as a liaison with CIDB  

• New Contractor Registration: Ensure CCD points are met, apply, pay, and follow up to obtain certificates along with necessary training being completed.  
• Renewal for CPC/ Green Card Certification for existing card holders.  

1. Business License 

• Liaise with Majlis Perbandaran Selayang (MPS) for the business license of the office. 

1. DOSH  

• Machinery & Compliance: Apply/renew machinery certifications and coordinate site inspections.  
• Ensure compliance with fire systems, HIRARC, SOPs, training, and certifications. 

1. DOSH  

• Reporting: Report accidents (JKKP 6), poisoning/disease (JKKP 7), and submit annual reports (JKKP 8 by 31 Jan). 

1. DOE 

•  Handle chemical/manufacturing waste compliance. 

1. SOCSO Claims 

• Submit accident/MC reports and supporting documents. 

Premise Maintenance 

• Compare quotes and liaise with vendors for services such as electricity, air conditioning, plumbing, pest control, coffee machines, COWAY, and printers.

Office Coordination 

• Coordinate with cleaning staff for office upkeep. 
• Procure stationery, pantry, and cleaning items for various locations. 
• Event Support 
• Liaise with F&B for festive events (Raya, CNY), meetings (BOD, HOD), birthdays, and visitor hospitality. 

Ad-Hoc Tasks 

• Assist with McD audits and handle HR paperwork and governance (DOSH & JTK). 
• Coordinate with vendors for quotes and samples for sub-brands, factories, and warehouses. 

Job Requirements: 

• Diploma or Degree in Human Resources, Business Administration, or a related field. 
• Minimum of 3–5 years in HR, with a focus on foreign worker management. 
• Strong understanding of Malaysian labour laws, Immigration regulations, and statutory requirements. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
•  Fluent in English and Malay; proficiency in Mandarin is a plus. 
• Excellent communication, organizational, and problem-solving skills.  
• Ability to work independently and handle sensitive information with discretion.