Job Title : Senior HR & Admin Executive
Reporting : Group HR & Admin Manager
Location : Cyberjaya
Job Functions and Responsibilities
Payroll Management:
- Manage end-to-end payroll processing with strict adherence to timelines, accuracy, and statutory compliance across all entities.
- Address and resolve any payroll-related issues.
- Ensure payroll SOPs, controls, and documentation are updated and consistently applied.
- Compile monthly payroll reports for all entities.
- Act as the key liaison with payroll vendors, Finance, and auditors on payroll-related matters.
- Support year-end payroll audits, tax filings, and statutory inspections.
HR Governance, Compliance and Analysis:
- Assist in quarterly and annual submissions for relevant grants, incentives, and statutory requirements.
- Manage and monitor all company licences including MDEC, CIDB, MOF, SPAN, MCMC, and Suruhanjaya Tenaga to ensure ongoing compliance and validity.
- Maintain a master tracker for licences, renewals, and regulatory submissions with zero missed deadlines.
- Analyse HR and compliance-related data to generate insights, trends, and actionable recommendations.
- Support the Group HR & Admin Manager in strategic planning through data-driven analysis, reporting, and governance support.
- Prepare documentation and reports for audits, inspections, and regulatory reviews where required.
Performance Management:
- Coordinate the full performance management cycle, including KPI cascading, moderation exercises, and performance calibration support.
- Implement strategies to improve employee performance and engagement.
Learning, Development and HRDC Administration
- HRDC Management: Ensure 100% accurate submission of HRDC claims and compile monthly utilization reports for the Group HR & Admin Manager.
- Assist in providing the training and support to managers on performance management best practices.
Compensation and Benefits:
- Assist Group HR & Admin Manager in managing the company’s compensation and benefits programs.
- Support annual salary review, bonus exercises, and promotion processes through accurate data preparation.
- Administer employee benefits including insurance renewals, claims administration, and employee welfare programmes.
- Support reward and recognition initiatives to enhance employee motivation and retention.
Employee Relations:
- Provide guidance and support to managers and employees on HR-related matters.
- Assist in managing disciplinary cases, domestic inquiries, grievances, and exit management in accordance with labour laws.
- Act as HR representative for all company events.
- Coordinate festive celebrations, staff events, and cross-entity engagement activities to promote a positive culture.
HR Digitalisation, Process Improvement and Systems
- Support HR digitalisation initiatives to streamline workflows and reduce manual processes.
- Ensure HR system data accuracy, access control, and confidentiality.
- Update HR SOPs, templates, and process documentation.
Recruitment, Onboarding and Manpower Planning
- Assist in recruitment processes.
- Support workforce planning, headcount tracking, and recruitment budgeting.
- Coordinate recruitment activities from requisition to onboarding to ensure positive candidate experience.
- Manage onboarding processes including documentation, system access, and induction coordination.
- Track recruitment metrics and provide hiring status reports to management.
- Provide guidance and mentoring to junior HR or admin staff where applicable.
Administration, Facilities and Cost Management
- Manage office facilities, supplies, and logistics to ensure efficient day-to-day operations.
- Oversee office maintenance and ensure a safe and conducive working environment.
- Support Group HR & Admin Manager in handling operational issues and providing general administrative assistance.
- Minimize the department’s total expenses relative to the allocated budget.
- Monitor expenses tracker to ensure it is within allocated budget across all entities.
- Support cost-saving initiatives.
- Oversee all probation reviews and contract renewals with zero missed deadlines.