MALATHI KUMARARAJAH

General:

• Provide professional HR support to the management team and employees at the Malaysia office on HR-related matters. Work closely with the various engineering Head of Department (HOD) to support HR functions, foster a positive workplace culture, and ensure the efficient operation of HR activities. Guiding team members and contribute to strategic HR initiatives.

Recruitment:

• Assisting recruitment of engineer's at HR level- Supported HOD to worked with recruitment agencies on all level recruitment activities.
• Assisted various engineering HOD on recruitment activities, such as coordinating Interviews, job offers and negotiation and coordinate the onboarding process for new hires.

Payroll Management – HR 2000:

• Payroll Processing, Data Management, ensure compliance with labor laws, tax regulations, and organizational policies related to payroll and stay updated on changes in legislation that may affect payroll processes.
• Prepare reports for management regarding payroll and collaborate with finance to ensure alignment of payroll data with financial reporting.
• Providing employee support such as respond to employee inquiries regarding payroll, deductions, and benefits and Provide guidance on payroll-related issues and individual tax.
• Preparing letter for promotion, yearly increment, bonuses, and other payroll updates.

Employee Services:

• Facilitate onboarding processes for new employees, including orientation and training on BHR system & manage offboarding procedures, ensuring proper exit interviews and final settlements.
• Providing support to team member in Employee Engagement / Safety & Health Related activities such as safety & health programs arrangement or organize monthly indoor or outdoor activities.
• Providing support on employees’ insurance benefits which included travel, medical insurance, group personal accident and office insurance.

Expatriate Management (ESD/MDEC/Talent Corp) – Philippines, India, Singapore, Indonesia, Japan & Taiwanese

• Managed all that is required for Visa and Work Permit Application of employment passes for expatriates and their dependents such as legal requirements,documentation for Employee & Dependents and document tracking and renewal.
• Prepared Residence Pass-Talent (RPT) related documents for expatriates.
• Supporting in arrangements on flight tickets and accommodation for newly hired expatriates.
• Support expatriate yearly tax assessment; tax clearance and any other tax / payroll related matters.
• Supported few engineers’ Taiwan WP application and placement in vendor’s office.
• Managed POEA application for Philippine expatriate.
• Liaising with Immigration Authorities, stay informed of changes in immigration laws and policies in the country and adapt the company’s procedures accordingly.
• Monitoring and Managing Special Cases such as those requiring expedited visa processing due to urgent business needs.
• Employee Repatriation and Exit Procedures in assist employees with the legal and administrative processes required at the end of their international assignment, such as visa cancellation, work permit termination, and repatriation procedures.
• Prepare and submit required reports or documentation to government agencies MDEC & Invest KL on quarterly basis.

• Handled Repatriation process for expatriate employee. Conducted leavers’ briefing such as leaving country EPF withdrawal, deal with IRB for leaving country tax clearance, working permit cancellation.
• Conduct Exit procedure and Exit Interview.

• Proceed with in use of documents scanning for record purposes and not hardcopy, to save the planet and for easy access for all HR staff & Management.
• Organization and Categorization employee files, payroll, benefits, recruitment, performance reviews, and legal documents.

Key Responsibilities:

• Report to director
• Handle Office Management such as oversee the day-to-day operations of office administration, ensuring efficient management of office facilities, supplies, and services.
• Ensure the smooth operation of day-to-day administrative activities, including office maintenance, equipment management, and supply procurement.
• Monitor and maintain office infrastructure, such as Fire systems, lighting, and office security systems.
• Ensure a well-organized office environment, arranging workspaces, handling seating plans, and ensuring cleanliness standards.
• Documentation and Records Management arrangements such as manage administrative records, including attendance records, office expenditures, and equipment inventories including Ensure proper handling, storage, and archiving of all administrative and legal documents.
• Provide administrative support to senior management, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Maintain updated records on licenses, permits, and certifications required for the business to operate legally.
• Lead and manage the administrative support staff, including receptionists, office assistants, and clerical staff.
• Liaise with the IT department to ensure that office technology, such as computers, phones, and printers, is functional and up to date.
• Manage relationships with service providers and vendors, including cleaners, IT support, security personnel, and maintenance crews.
• Negotiate contracts, ensure timely payments, and resolve service-related issues.
• Oversee purchasing processes for office supplies, furniture, equipment, and other essential resources.
• Handle all vendor-related documentation, including contracts, invoices, and service agreements.
• Manage the payroll process, ensuring accurate and timely payments to employees.
• Oversee employee benefits programs (e.g., health insurance), handling enrollment, claims, and benefits queries.
• Manage HR information systems (HRIS) to ensure accurate record-keeping of employee data, including personnel files, attendance, and leave management.
• Utilize HRIS for generating reports, tracking employee performance, and managing payroll processes.
• Assisting with PR such as support the execution of PR campaigns by coordinating with different departments and external agencies, Assist in the creation of press releases, media kits, and other communication materials.
• Manage schedules for PR team meetings, media interviews, press events, and executive appearances.
• Coordinate travel and logistics for company executives attending PR events, speaking engagements, or interviews.
• Collect and organize data related to media coverage, campaign performance, and public perception.
• Support the PR team in drafting and distributing media outlets.
• Maintains and manages work calendar, meeting schedules and travelling arrangements for PR Executive & MD.
• Organizes MD daily activities, work calendar & meeting schedules.
• Managed flight bookings and transportation arrangements

• On /Off Boarding Process
• Handling Offer Letter & Documentation, provide a welcome package, ensure that necessary equipment (laptop, phone, etc.), software access, and login credentials are prepared in advance. Set up access to HR systems, email, and any other company tools.
• Conducted new employee orientations, Introduce the new hire to their team members, manager, and key person and offer a tour of the office, covering key areas such as the workstation, break room, and other facilities.
• Conduct an exit interview to gather feedback about the employee’s experience, reasons for leaving, and any areas for improvement in the organization. Ensure the final paycheck is processed on time and includes any outstanding salary, unused vacation days, or other benefits.
• Collect all company property such as laptops, phones, ID cards, and any other physical assets.

Record Management

• Ensure records are easily retrievable and categorized properly.

Inventory Management

• Keeping records of stock levels, including incoming and outgoing items
• managing and maintaining inventory in store

CCTV Management

• Ensure continuous recording is functioning and set up schedules or motion-based recording to save.
• Assign roles with different levels of access to all the floors.
• Log and report any issues with the CCTV system.
• Monthly employee’s attendance reports

Coordinate Hotel Booking

• Make the booking, Confirm the reservation and check for email confirmation. Save all booking details for future reference.

Recruitment

• Sourcing Candidates used Internal Sourcing or External Sourcing such as Job Boards, Recruitment Agencies or Referrals
• Draft a formal job offer including salary, benefits, work hours, and other important terms (such as probation period or start date).
• Offer the position to the selected candidate, either through a formal email or letter
• Perform background checks, including criminal history, education verification, and credit checks
• Develop an onboarding plan to ensure a smooth transition into the company. This should include orientation, training, and assigning a mentor or buddy
• Provide the necessary tools and resources (laptop, software access, etc.) to help the new employee start effectively
• Prepare reports for Senior Manager on the recruitment and turnover

Payroll Management – TIME SOFTWARE

• Managing and executing the company’s payroll processes.
• Ensure payroll tax filings and payments are made in compliance with local, state, and federal tax laws
• Prepare and submit payroll reports to Senior Manager
• Maintain accurate payroll information and employee records, including adjustments to wages, hours worked, and other payroll-related information.
• Update employee data in the payroll system as needed, including new hires, terminations, promotions, and salary adjustments.

• Recruitment activities - prepared advertisement; reviewed application/resume; shortlisted, evaluated and made recommendations.
• Conducted staff orientation and induction program.
• Ensured that the proper paperwork is completed – statutory registration; new hire; relocation; probationary & confirmation; termination.
• Controlled, maintained and updated employee HRIS records, administering timely payroll generation.
• Recommended and scheduled training and development courses.
• Made recommendation for better working practices and systems and assisted in establishing where agreed.
• Maintained employee information in HR system with 98% accuracy and updated organization charts, job descriptions and job evaluation.
• Co-ordinated staff recreational/social/activities, member of company annual dinner committee.
• In-charge of purchasing department, managed monthly stock check and ordering for stationery; printed material; office upkeep.
• Supervised company receptionist and HR / Admin junior staff on their daily job and tasks assigned.
• Monitored credit limits and controlled expenses effectively, leading to a 20% decrease in unauthorized spending.