HR Admin Exe-Assistant Manager

EMPLOYEE JOB DESCRIPTION

POSITION DETAILS

• Job Title: Exec AM (Human Resources & Administration)

• Department/Unit: Human Resource & Admin

• Location: Kuala Lumpur

• Reporting To: Chief People Officer

• Organization team: 80+ppl

Purpose of Role:
To manage all human resources and administrative functions of the Company, including workforce planning, recruitment, training, employee relations, payroll coordination, compliance, and general office administration ensuring alignment with business goals and compliance with Malaysian labor laws, especially in the context of construction and property development operations.

KEY RESPONSIBILITIES

Human Resources Management

• Oversee the full spectrum of HR functions including manpower planning, recruitment, onboarding, information, transfers, and resignations.
• Develop and implement HR policies, SOPs, and employee handbook in line with current legal requirements.
• Lead performance management processes including KPI setting, appraisals, and performance improvement plans.
• Advise and manage industrial relations matters, staff discipline, warning letters, domestic inquiries, and employee grievances.
• Ensure timely and accurate payroll processing, statutory submissions (EPF, SOCSO, EIS, PCB), and benefits administration.
• Coordinate and track training & development needs for HQ and site staff; manage HRDF claims and documentation.
• Maintain HRIS and employee database for both office and site personnel.

Plus point:

• Have done / known about workforce / manpower planning
• Cuture activity
• Able to develop handbook playbook content etc
• Experienced in payroll
• Experienced in using Infotech software.
• Smart in numbers.
• Open gender.

Competency

• Able to work in face pace working environment

• Able to work independently with minimum supervision and min mistake

• Presentation - would want this person to conduct workshop/company staff activities

• Content development - powerpoint/copy writing

• Financial and business acumen so understand about cost & how to manage.

Administrative Management

• Oversee general administration, including office supplies, facilities maintenance, company asset control, and administrative SOPs.
• Manage company vehicles, insurance renewals, road tax, tenancy agreements, and service contracts.
• Liaise with regulatory bodies (e.g. CIDB, DOSH, PERKESO, etc.) to ensure compliance with construction-related requirements.
• Support licensing, CIDB green card registration, site PPE, and attendance coordination with project teams.
• Organize staff engagement activities, safety briefings, and team-building events.

Strategic & Compliance Oversight

• Ensure compliance with Malaysian Employment Act, OSHA, and other statutory regulations.
• Advise management on HR trends, risks, and strategic workforce initiatives.
• Participate in audits and provide documentation for ISO or compliance certifications (if applicable).

REQUIRED QUALIFICATIONS & EXPERIENCE

• Experience: Minimum 25 years of relevant HR and admin experience, including at least 35 years in a managerial role, preferably in the property development and/or construction industry.
• Language: Proficient in Bahasa Malaysia and English (written and spoken). Able to speak Chinese will be added advantage.

REQUIRED SKILLS & COMPETENCIES

• Strong leadership, interpersonal, and people management skills.
• In-depth knowledge of Malaysian labor laws and construction site HR practices.
• Good understanding of payroll systems and HRIS software.
• Excellent communication, conflict resolution, and negotiation abilities.
• Proactive, detail-oriented, and able to work under pressure.
• High integrity, discretion, and professionalism in handling sensitive matters.

JOB SUCCESS FACTORS

• Efficient HR operations and timely compliance with statutory obligations.
• Positive employee engagement and low staff turnover.
• Well-coordinated administrative support across departments and project sites.
• Proactive management of workforce needs during project ramp-up or downsizing.
• Strong relationship and trust with directors, line managers, and site teams.
• Efficient coordination of maintenance activities and contractor support.
• Proactive follow-up on tenant issues and maintenance resolutions.
• Adherence to compliance and documentation requirements.
• Demonstrates initiative and takes ownership of assigned tasks.

DEVELOPMENT GOALS

• Obtain certifications in Industrial Relations, OSHA, or HR analytics
• Implement a full-scale HRIS or e-Claim/e-Attendance system.
• Strengthen labor law expertise to handle more complex employee relations issues.
• Develop succession planning and talent development strategies across departments
• Actively contribute to strategic decisions, becoming a business partner to the leadership team.