IT Essentials Pte. Ltd. Hiring! Full Time HR Executive in Selangor - Ricebowl

We are seeking a proactive and well-organised HR Executive to support the day-to-day Human Resources operations of our company. The successful candidate will be responsible for recruitment, employee administration, attendance and leave management, onboarding and offboarding, HR documentation, employee engagement, training coordination and HR compliance.

This position is suitable for an HR professional who is organised, responsible, people-oriented and comfortable working in a fast-paced IT and service operations environment.

Key Responsibilities

Recruitment & Talent Acquisition
• Manage and coordinate recruitment activities from job posting through candidate onboarding.
• Prepare and publish job advertisements on appropriate recruitment platforms.
• Screen applications and shortlist suitable candidates.
• Conduct initial candidate screening and coordinate interviews with hiring managers.
• Maintain recruitment records and follow up on candidate status.
• Prepare offer letters, employment contracts and other recruitment documentation.
• Coordinate pre-employment requirements and new employee joining arrangements.
• Build and maintain a candidate pipeline for current and future manpower requirements.

Employee Onboarding & Offboarding
• Coordinate new employee onboarding and orientation.
• Ensure new employees complete all required employment documentation.
• Coordinate with relevant departments for employee accounts, equipment, access and other onboarding requirements.
• Monitor employee probation periods and coordinate confirmation reviews with department managers.
• Manage employee resignation and offboarding processes.
• Coordinate clearance, company asset return, account/access termination and exit documentation.
• Conduct or coordinate exit interviews where required.

HR Operations & Administration
• Maintain accurate and up-to-date employee records and personnel files.
• Maintain employee information, organisational records and HR databases.
• Prepare employment letters including confirmation, promotion, transfer, salary adjustment and other HR correspondence.
• Prepare HR memos, notices and internal communications.
• Maintain proper filing and document-control practices for HR records.
• Handle confidential employee information professionally and securely.
• Prepare regular HR reports and workforce information for management.

Attendance, Leave & Workforce Administration
• Monitor employee attendance, punctuality and leave.
• Maintain accurate attendance and leave records.
• Follow up on attendance irregularities and missing documentation.
• Coordinate employee working schedules and shift-related administration where applicable.
• Monitor annual leave, medical leave and other employee leave entitlements.
• Assist department managers with attendance and workforce-related matters.

Payroll & Employee Benefits Support
• Prepare and verify monthly payroll supporting information.
• Review attendance, overtime, allowances, deductions, leave and employee changes before payroll processing.
• Coordinate payroll information with the responsible payroll function.
• Support administration of employee benefits, claims, insurance and statutory matters.
• Maintain accurate payroll supporting documentation.
• Assist with employee queries relating to payroll and benefits.

Employee Relations & Engagement
• Act as a point of contact for general employee HR enquiries.
• Support employee engagement and internal communication activities.
• Assist management in maintaining a professional and positive working environment.
• Support employee grievance and disciplinary processes when required.
• Prepare counselling records, warning letters and related documentation according to company procedures.
• Maintain confidentiality and neutrality when handling employee matters.
• Assist in organising company activities, employee engagement programmes and internal events.

Performance Management
• Coordinate employee probation and confirmation reviews.
• Support annual and periodic performance appraisal exercises.
• Follow up with department managers on outstanding employee evaluations.
• Maintain performance review documentation and records.
• Assist management in identifying performance improvement and employee development requirements.

Training & Employee Development
• Coordinate internal and external employee training.
• Maintain employee training and competency records.
• Track mandatory, technical and compliance-related training requirements.
• Coordinate training schedules with employees and department managers.
• Support employee certification and professional development initiatives where applicable.

HR Policies & Compliance
• Assist in developing, implementing and maintaining HR policies and procedures.
• Ensure employees understand and comply with company policies and workplace requirements.
• Support compliance with applicable Malaysian employment legislation and statutory requirements.
• Maintain proper documentation to support HR and compliance audits.
• Support the company's information security, quality and management system requirements where applicable.
• Ensure HR records are managed according to confidentiality and information-security requirements.

General Responsibilities
• Support management with manpower planning and HR operational matters.
• Assist with continuous improvement of HR processes and procedures.
• Prepare HR statistics, reports and management information when required.
• Coordinate with external parties, recruitment agencies, training providers and relevant authorities where necessary.
• Perform other HR and administrative duties reasonably assigned by management.

Requirements

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field.
• Approximately 2–5 years of relevant HR experience.
• Practical experience in recruitment and HR administration.
• Knowledge of Malaysian employment practices and HR requirements.
• Experience handling employee attendance, leave, onboarding and HR documentation.
• Good organisational and time-management skills.
• Strong attention to detail and documentation accuracy.
• Good interpersonal and communication skills.
• Good written and spoken English and Bahasa Malaysia.
• Proficient in Microsoft Office, particularly Word and Excel.
• Able to work independently and manage multiple responsibilities.
• Able to maintain confidentiality when handling employee and company information.

Added Advantages

• Experience working in an IT, technology, Managed Service Provider (MSP) or service-oriented organisation.
• Experience supporting operational or shift-based employees.
• Experience using HR, payroll or attendance management systems.
• Understanding of ISO management systems, information security or compliance requirements.
• Experience coordinating employee training and professional certifications.

Candidate Profile

We are looking for someone who is responsible, organised, approachable and able to take ownership of HR operations. The ideal candidate should be comfortable working with both employees and management while maintaining professionalism, confidentiality and consistency in applying company policies.