Walk-in || HR Executive

JOB DESCRIPTION

Executive

Job Title

Executive

Department

Human Resource

Location

Corporate / Project Site / Office, as assigned

Reports To

Department Manager / designated Line Manager

Employment Type

Full-Time

Direct Reportees

None formally; may guide junior team members as assigned

Function

Human Resource

Grade / Band

Professional / Executive

JOB PURPOSE

The Executive delivers accurate, timely functional support and information within the Human Resource function. The role converts company and project requirements into clear actions, maintains reliable records and controls, coordinates stakeholders, and supports safe, compliant, cost-conscious and on-time delivery across assigned responsibilities.

ORGANISATION STRUCTURE

Department Manager / designated Line Manager

Executive (This Position)

Department Team

Project / Site Team

Support Functions

Client / Vendor Interfaces

Note: Reporting lines, direct reportees and interface titles may vary by project/site and are governed by the approved organisation chart and manpower budget. Current direct-report expectation: None formally; may guide junior team members as assigned.

CRITICAL TASKS

• Process assigned transactions and requests accurately, completely and within agreed timelines.
• Maintain trackers, files, correspondence and system data so current status can be readily verified.
• Follow up inputs and approvals and communicate delays or exceptions before commitments are missed.
• Prepare routine reports and summaries and highlight variances that require management attention.
• Protect confidential information and follow authorization, retention and document-control requirements.
• Convert assigned objectives into practical daily and weekly priorities, with clear ownership and follow-up.
• Coordinate interfaces with internal departments, clients, contractors and vendors in a timely, professional manner.
• Maintain accurate records, correspondence, registers and system entries sufficient for review and audit.

KEY RESPONSIBILITY AREAS (KRAS)

A. Role Planning & Delivery

• Process assigned transactions and requests accurately, completely and within agreed timelines.
• Maintain trackers, files, correspondence and system data so current status can be readily verified.
• Follow up inputs and approvals and communicate delays or exceptions before commitments are missed.
• Prepare routine reports and summaries and highlight variances that require management attention.

B. Functional / Technical Execution

• Support workforce planning, recruitment, onboarding, attendance, payroll inputs, employee records and separation processes.
• Administer HR policies, statutory documentation, employee communication and grievance handling consistently.
• Coordinate training, performance reviews, engagement activities and manpower reporting across offices and sites.
• Maintain confidential personnel data and accurate HRIS/MIS records with controlled access.

C. Safety, Quality & Compliance

• Comply with company policies, client/site rules, legal requirements, approved procedures and the limits of delegated authority.
• Take reasonable care for personal safety and the safety of others; stop and report imminent-risk, defective or unauthorized work.
• Use required PPE and ensure permits, isolation, barricading, access and emergency arrangements are effective before work proceeds.
• Prevent defects by checking inputs and work as it progresses; protect traceability and do not conceal nonconforming work.

D. Coordination, Documentation & Control

• Translate assigned objectives into daily, weekly and look-ahead plans with clear priorities, owners and due dates.
• Coordinate drawings, data, approvals, people, materials, equipment and interfaces required for uninterrupted delivery.
• Maintain current registers, correspondence, calculations, reports and system records sufficient for review and audit.
• Escalate constraints and deviations early with a clear statement of cause, impact, options and recommended action.

E. Performance, Cost & Continuous Improvement

• Safety and compliance: adherence to permits, procedures, statutory requirements and corrective-action closure.
• Quality: first-time-right completion, inspection acceptance and reduction of rework or repeat defects.
• Delivery: achievement of agreed schedules, response times, productivity or service-level commitments.
• Records: completeness, accuracy and timeliness of logs, reports, registers and system updates.

F. People Leadership / Work Discipline

• Take ownership of assigned commitments and maintain professional, ethical and confidential conduct.
• Support colleagues and guide junior employees through clear information and constructive feedback.
• Participate in learning, performance reviews and process-improvement activities.
• Use delegated access and company resources responsibly and report conflicts of interest or control concerns.

KEY STAKEHOLDERS

Internal

• Functional Head / Business Head
• Human Resource team and assigned site / project colleagues
• Project / Business Heads and site management
• Safety, Quality, Human Resources and Administration teams
• Purchase, Stores, Logistics, Finance and other enabling functions

External

• Recruitment, staffing and manpower-supply agencies
• Labour-law consultants, auditors and government authorities
• Training, insurance and employee-benefit providers
• Industry and professional associations

FINANCIAL AUTHORITY

• No independent authority to commit company funds unless expressly delegated under the Authority Matrix.
• May verify quantities, services, utilization or invoice support relevant to completed work within assigned responsibility.
• Raises purchase, service or resource requirements through the approved workflow with complete supporting information.
• Uses company assets, systems and consumables responsibly and reports loss, damage or unusual variance promptly.

ADMINISTRATIVE AUTHORITIES

• Authority and limits must be read together with current company policies, approved procedures and the Authority Matrix.
• Authorized to stop and escalate work presenting imminent safety, quality, legal or asset-integrity risk.
• May coordinate information, inspections, meetings and routine resources required for assigned deliverables.
• May return incomplete or noncompliant submissions for correction and escalate unresolved issues to the line manager.
• Has no independent hiring, disciplinary, contractual or policy-exception authority unless formally delegated.

IT / TOOLS / EQUIPMENT SKILLS

• HRMS/HRIS, payroll and attendance systems
• Advanced Excel for manpower analytics and HR MIS
• MS Word and PowerPoint for policy, communication and management reporting

EDUCATION QUALIFICATION

• Graduate/diploma or function-relevant qualification; strong document, systems and communication skills.
• Any statutory licence, medical fitness, trade test, equipment authorization or client approval required for the assigned work must remain valid.
• Ability to understand safety instructions and work directions; sufficient reading, writing and numeracy for the records and technical information used in the role.

YEARS OF EXPERIENCE REQUIRED

• Typically 1-6 years of relevant functional or administrative experience, calibrated to the designation's seniority.

PREFERRED INDUSTRY

• Construction, infrastructure and EPC
• Equipment rental, mining and heavy engineering
• Large-scale, multi-site or manpower-intensive organisations

CORE COMPETENCIES

• Planning and prioritization
• Clear written and verbal communication
• Data, document and detail accuracy
• Collaboration and stakeholder management
• Problem-solving and sound escalation judgment
• Safety, quality and compliance mindset