Job Summary

We are seeking a detail-oriented, organised and proactive HR & Admin Executive (Retail & Events) to support our Human Resources and administrative operations, with a primary focus on retail workforce management, payroll preparation, recruitment, attendance monitoring, employee claims, event manpower coordination and retail administration.

The ideal candidate will have hands-on HR and payroll experience, preferably within the beauty, cosmetics, skincare, retail or events industries, and be comfortable coordinating with multiple retail outlets and departments.

Key Responsibilities

1. Recruitment & Manpower Coordination

Handle recruitment for retail employees, store assistants, promoters, part-timers, event crew and temporary staff.
Prepare job advertisements, screen applications, coordinate interviews and facilitate hiring arrangements.
Prepare offer letters, employment contracts and onboarding documentation.
Coordinate manpower requirements with Retail and Event Managers.
Maintain employee records, recruitment trackers and databases of available part-time and event personnel.
Monitor probation, confirmation, contract renewals, resignations and employee movements.

2. Retail HR, Attendance & Payroll Support

Collect, review and verify attendance records, staff rosters and timesheets from retail outlets.
Calculate normal working hours, overtime, rest-day work, public-holiday payments and other applicable payroll items.
Verify attendance discrepancies, missed clock-ins, shift changes, lateness and absences.
Check approved sales commissions, incentives, allowances and staff-related payments.
Coordinate with Retail Managers to confirm attendance records and approved overtime.
Prepare outlet-level payroll summaries and supporting documentation for HR and Finance review.

3. Event Manpower & Payroll Coordination

Coordinate recruitment and deployment of event crew, promoters, temporary workers and part-time employees.
Assist with event manpower scheduling, staff rosters and reporting arrangements.
Collect and verify event attendance records, timesheets and approved working hours.
Calculate event crew wages, overtime, allowances and other applicable payments.
Track manpower changes, replacements, cancellations, no-shows and additional staffing requirements.
Prepare event manpower cost summaries and reconcile actual attendance against approved manpower arrangements.

4. Monthly Payroll Processing

Compile and verify monthly payroll data for full-time, part-time, contract and temporary employees.
Prepare calculations for salaries, hourly wages, overtime, commissions, incentives, allowances and deductions.
Verify unpaid leave, attendance adjustments and other payroll changes.
Assist with statutory contributions, including EPF, SOCSO, EIS and PCB.
Support final salary calculations for resigning employees.
Prepare payroll reports and supporting documents for management approval.
Liaise with Finance to ensure timely and accurate payroll processing.
Maintain payroll confidentiality and proper documentation.

5. Claims & Reimbursement

Receive, review and verify staff claims, including transport, parking, tolls, mileage, meals, accommodation and event-related expenses.
Check receipts, supporting documents, approval status and compliance with company policies.
Identify incomplete, duplicate or unsupported claims for clarification.
Prepare monthly claims summaries and submit approved claims to Finance.
Monitor outstanding claims and reimbursement records.

6. Retail Administration & Operational Support

Provide daily administrative support to retail outlets and coordinate operational matters between Retail Managers and HQ.
Maintain proper documentation of outlet records, administrative forms, staff information and company assets.
Coordinate staff uniforms, name tags, access cards, store keys and other employee-related requirements.
Maintain records of company property issued to retail employees and follow up on the return of items upon resignation, transfer or termination.
Assist in coordinating approved outlet supplies, stationery, administrative materials and other operational requirements with Procurement.
Follow up on retail outlet maintenance requests, including air-conditioning, lighting, internet, POS equipment and other facilities.
Liaise with mall management, approved vendors, contractors and internal departments regarding outlet administrative arrangements.
Maintain relevant outlet documentation, including permits, licences, service agreements and renewal records, where applicable.
Collect and organise outlet-related invoices, receipts and approved expenses for Finance verification.
Assist with administrative arrangements for new store openings, relocations, renovations, promotional campaigns and retail events.
Monitor outstanding administrative matters and follow up with relevant departments to ensure timely resolution.

7. General HR & Administration

Maintain employee personal files, leave records, attendance records and HR documentation.
Prepare HR correspondence, employment letters, confirmation letters, resignation documentation and other administrative documents.
Support employee onboarding, offboarding and exit procedures.
Maintain accurate employee information in HR and payroll systems.
Assist with monthly HR, attendance, recruitment, payroll and manpower reports.
Support employee engagement activities, internal communications and HR policy implementation.
Ensure proper recordkeeping and compliance with company policies and applicable Malaysian employment legislation.
Perform other HR and administrative duties as assigned by Management.

1份Labor Law工作在Petaling - October 2026

管理提醒

Human Resources Officer