Jern Yong Soon

*Full Spectrums in Human Resources & Administrations. *Provide strategic leadership, direction, and oversight for all Human Resources operational activities, ensuring effective support to business partners and internal stakeholders. *Oversee and manage the full Human Resources and Administration team to ensure smooth, compliant, and efficient departmental operations. *Develop, implement, and maintain corporate-wide HR policies, procedures, frameworks, and systems that promote operational excellence and best practices across the organization. *Ensure HR strategies, initiatives, and action plans support both current and future business requirements, with all deliverables aligned to organizational goals. *Continuously review and enhance HR processes, systems, technologies, and performance metrics to ensure accurate measurement, reporting, and continuous improvement. *Prepare, review, and issue all Human Resources and Administration correspondence, including official letters, memorandums, and internal communications, as required. *Conduct workforce planning and forecasting to ensure optimal staffing levels and resource allocation in line with business direction and growth plans. *Oversee end-to-end recruitment and selection activities, ensuring alignment with the company’s expansion, succession planning, and talent acquisition strategies. *Supervise and manage support functions, including Reception, Dispatch, and Maintenance teams, to ensure operational efficiency and service standards are consistently met. *Oversee office administration, housekeeping standards, stores management, and surrounding premises to maintain a safe and professional workplace. *Ensure accurate maintenance, confidentiality, and compliance of employee personal records and HR documentation. *Provide support to the Personal Assistant to the Founder and Directors on personal and family- related matters, as required.

*To manage the entire staff of Human Resources and Administrations Team, to ensure the operation of the Team / Department is running smoothly. *To monitor and checking the group monthly Payroll management. *To monitor and checking solve, update, claims all kind of government statutory such as EPF, SOCSO, EIS and Income Tax. *To renew GPA / GHS Insurances. *All Human Resources and Administrations Letters & Memorandums issues will be needed from time to time. *Recruitment and Selection new staff and interview potential job applicants. *Arrange training sessions to enhance employees’ skills and work performance. *Arranging annual event for the group from time to time when needed. *Ensure the employees abide by the regulations as stated in the Employee Handbook & Company Policies. *To monitor Receptionist Team. *To monitor Despatch Team. *To monitor Maintenance Team. *To develop company Culture, company Vision & Mission, healthy working environment, good Team Work from time to time when needed. *Solving staffs Discipline Matter from time to time. *To create a good and sound Industrial Relation for the Company and Employees. *Individual Dept. Staff’s JD / SOP control understand & drafted to be update maybe needed from time to time. *To maintain Stores / Office housekeeping and surrounding. *To update Employee’s Personal File. *To oversee office cleaner as back up person. *To workout year end staff increment, bonus and angpow. *To prepare CNY listing for management. *To monitor (back up), housekeeping, weekly delete back up folder for HR Server 1 and Server 2. *To update the group phone directory and sitting layout for HQ. *Work closely with all branches head and department head from time to time when HR matter arise. *Key holder for HQ keys. *Any other duties and responsibilities that may assign from time to time.

*Identify staff vacancies and recruitment, interview and select applicants for department and division. *On boarding preparation for local new joiner / expatriate transfer from foreign country, accommodation residents, working visa, passport, driving license conversion, company vehicles, company smart phone, telco lines, laptop and bank account. *Implementing and revising a company’s compensation program. *Creating and revising job descriptions. *Conducting annual salary surveys, developing, analysing, and updating the company’s salary budget and evaluation program. *Developing, revising, and recommending personnel policies and procedures, maintaining and revising the company’s handbook on policies and procedures. *Organizing team buildings program, staff welfare, events, annual dinner, CSR and sport carnival. *Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings. *Developing and implementing HR strategies and initiatives aligned with the overall business strategy. *Prepare personnel forecast to project employment needs. *Maintaining company vehicles road tax and insurance renewal to vehicles repair and maintenance. *Purchase and control of company fix assets, renovations, photocopy machines, workstations, pabx intercom system, laptops / desktops and monitors. *Updating ISM and ISO. *Office moving project. *Maintains human resource staff job results by counselling and disciplining employees; planning, monitoring, and appraising job results. *Drafting HR & GA letters & memorandums. *Handling and advice all discipline issue and counselling, terminations and other employees relation matter by compliance with local labour laws. *Drives and develop procedure in all Human Resources and Administration areas to ensure effectiveness, fair and consistent.

*Identify staff vacancies and recruitment, interview and select applicants. *Allocate human resources, ensuring appropriate matches between personnel. *Provide current and prospective employees with information about policies. *Perform difficulties of staffing duties, including dealing with under staffing, refereeing disputes, firing employees, and administering disciplinary procedures. *Advise managers/Head of Department on organizational policy matters and recommend needed changes. *Analyse and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements. *Conduct exit interviews to identify reasons for employee termination. *Investigate and report on industrial accidents for insurance carriers. *Prepare personnel forecast to project employment needs. *Prepare and follow budgets for personnel operations. *Develop, administer and evaluate applicant tests. *Contract with vendors to provide employee services, such as food service, transportation, or relocation service. *Maintains all registries for administration documents, contracts, company legal documents and ensures all are up to date. *Reviews & approves all necessary documents for employee visa processing and liaises with agents on submission of documents. *Reviews all day to day payroll administration, from leave application, leave settlements, collecting and reviewing time sheets, and acts as initial contact for payroll queries. *Advise department heads/HOD on HR issues, local laws & employment acts. *Staff welfare and counselling, solve conflicts matter. *Organizing staff events (annual lunch & dinner, team building, training staffs etc.) *To solve, update, claims all kind of government statutory such as EPF, SOCSO, and Income Tax & HRDF fund control. *Manage the entire staff of Human Resource and Administration Team, to ensure the operation of the Team/Dept. is running smoothly from time to time.

*Identify staff vacancies and recruit, interview and select applicants. *Allocate human resources, ensuring appropriate matches between personnel. *Provide current and prospective employees with information about policies, job duties, working conditions, wages, opportunities for promotion to employee benefits. *Perform difficulties of staffing duties, including dealing with under staffing, refereeing disputes, firing employees, and administering disciplinary procedures. *Advise managers from others department & top management on organizational policy matters such as equal employment opportunity and recommendation on necessary on internal & external policies latest update changes. *Analyse and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements. *Analyse training needs to design employee development, language training and health and safety programs. *Maintain records and compiled statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates to etc. which related to employees. *Analyse statistical data and reports to identify and determine causes of personnel problems and developed recommendations for improvement of organization's personnel policies and practices. *Plan, organize, direct, control or coordinate the personnel, training, or labour relations activities for the organization. *Conduct exit interviews to identify reasons for employee termination. *Investigate and report on industrial accidents for insurance carriers. *Prepare personnel forecast to project employment needs. *Prepare and follow budgets for personnel operations. *Develop, administer and evaluate applicant tests. *Oversee the evaluation, classification and rating of occupations and job positions. *Study legislation, arbitration decisions, and collective bargaining contracts to assess industry trends.

Recruitment *Coordinates, negotiates, and liaises with employment and advertising agents on service fee, advertisement recruitment and interview schedules. *Conducts interviews up to Senior Executive levels. Arranges interviews for management levels. Prepares Letter of Offer to selected candidates and Letter of Rejection to unsuccessful candidates. *Occasionally sources for freelance designers within short notice and places them appropriately. *Conducts exit interview. HR Administration *Reviews, updates and maintains proper filing of insurance policy, HR employees handbook, company doctors’ panel list, performance appraisal form and training schedules. *Assists Accountant in planning and preparing annual headcount report and updating the organization chart. *Reviews compensation and benefits up to junior designer level. *May need to draft agreement/contract to overseas and local freelancers. Human Resources Management *Involves in yearly manpower planning and expansion. *Takes charge of HR consultancy projects by appointing HR Consultants for specific HR projects and coordinates with department heads and HR Consultants on respective projects. *Conducts interview for management level. *Assists in drafting out Annual Letter, Promotion Letter, Increment Letter, Offer Letter, Confirmation Letter, Transfer & Secondment Letter to any kind of letter which under HR & Admin Department. *Administers the HR procedures are adhered to. *Handles monthly payroll from raw hardcopy submission to (UBS payroll system) and last generate the report to uploaded GIRO online banking to submission on government statutory KWSP, Perkeso, LHDN, Zakat & HRDF. *Manages and appraises subordinates’ performance and monitory on daily job basis.