Assistant/Manager Human Resources

1.Leadership & Supervision

•Assist HR team including Training Department.

•Supervise and guide daily HR operations to ensure accuracy, timeliness, and compliance with O’Briens policies.

•Provide continuous coaching and monitoring to team members to enhance performance, efficiency, and service quality.

•Review and approve key HR documentation such as new hire summaries, offer letters, payroll reports, and employee movements before final submission.

•Ensure all HR policies and procedures are communicated, implemented, and practiced consistently at HQ and café level.

•Promote a culture of transparency, teamwork, and accountability in all HR dealings.

•Propose and implement HR process improvements for better efficiency and employee satisfaction.



2.Recruitment & Manpower Planning

•Oversee end-to-end recruitment processes for both HQ and café operations.

•Review manpower requests, ensuring alignment with approved budgets and organizational needs.

•Approve final shortlisting and verify reference checks conducted by HR Executive and HR Assistant.

•Ensure timely issuance and stamping of offer letters, and proper onboarding of new hires.

•Collaborate with Operations and Department Heads to address manpower shortages or retention issues.

•Analyze manpower data and trends to recommend effective workforce planning strategies.



3.Payroll, Compensation & Benefits

•Review monthly payroll prepared by HR Executive before submission to immediate superior for approval.

•Ensure accuracy of allowances, deductions, attendance, OT, and statutory contributions.

•Monitor employee benefits administration and handle complex salary or benefit queries.

•Ensure compliance with statutory laws (EPF, SOCSO, EIS, PCB, HRD levy) and company policies.

•Assist in salary benchmarking and recommendation for salary adjustments or promotions.



4.Training & Development

•Supervise the Operation Training Executive to ensure:

➢All café employees receive timely and structured training (onboarding, barista, café operation standards, food handling, etc.).

➢Training records, typhoid, and compliance certifications are updated in Rymnet and physical files.

➢Training evaluations and post-training feedback are submitted weekly.

•To identify training needs at HQ and café levels.

•Ensure proper documentation of training records, certificates, and attendance.

•Track and report monthly training hours, compliance, and post-training feedback.

•Identify training gaps and propose development programs.



5.Performance Management

•Develop, review, and continuously improve the appraisal form and performance evaluation system to ensure alignment with company objectives and culture.

•Coordinate with the Department Heads to ensure all job descriptions are accurate, updated, and reflective of current responsibilities.

•Ensure timely preparation and distribution of appraisal forms and employee achievement templates.

•Verify all completed appraisal forms are properly filed and uploaded into the Rymnet system for record and reference.

•Conduct consistency checks on performance ratings across departments to ensure fairness and transparency.

•Support in compiling and analyzing appraisal results for performance-linked allowance or promotion review.

•Identify high-performing employees for succession planning, development programs, and reward recommendations.

•Provide guidance to HODs and Operation Management on conducting effective performance discussions and feedback sessions.

•Prepare and maintain Appraisal Observer List for each cycle, assign observers, and consolidate observer reports for review.



6.KPI Management

•Assist in managing the company-wide KPI process for all HQ and café employees.

•Coordinate with Department Heads, Operation Management, and PICs to ensure every position has an approved KPI aligned with the latest Job Description.

•Prepare and issue KPI acknowledgment forms for all employees before the start of the appraisal cycle.

•Follow up with departments to ensure KPI forms are signed, returned, and filed properly in both hardcopy and Rymnet system.

•Maintain and update the KPI Master List for HQ and café operations, tracking status by department and employee level.

•Ensure new hires receive and acknowledge their KPIs within 1 month of joining.

•Conduct quarterly checks to confirm all KPIs remain relevant and measurable according to business updates.

•Prepare KPI progress summary reports review before monthly management meetings.

•Liaise with HR Executive to ensure KPI data and appraisal forms are accurately updated in Rymnet and ready for audit.

•Support during annual appraisal reviews by ensuring KPI evidence and performance data are complete and verified.

•Propose recommendations for KPI improvement, standardization, or clarification when inconsistencies are found.



7.Employee Relations & Industrial Relations

•Handle employee grievances professionally and escalate complex cases.

•Conduct preliminary investigations for disciplinary issues and prepare documentation for show cause or warning letters.

•Support in attending JTK or IR cases when required.

•Ensure all terminations, resignations, and dismissals follow proper due process and documentation.

•Promote a healthy workplace environment through active engagement and clear communication.



8.Employee Engagement & Culture Implementation

•Ensure O’Briens’ culture and core values are reflected in all HR programs and practices.

•Oversee monthly HR engagement activities and staff well-being initiatives proposed by the HR Assistant.

•Collaborate with the HR team to promote positivity, teamwork, and employee recognition.

•Encourage feedback channels between café employees, area managers, and HQ.

•Lead by example in upholding O’Briens’ values of integrity, innovation, team spirit, and continuous improvement.



9.Compliance & Audit

•Oversee HR Executive’s compliance work, ensuring all documentation and statutory submissions are up to date.

•Ensure café compliance on typhoid certificates, food handler training, and safety requirements.

•Conduct random HR audits (files, hostel, café records) to ensure full compliance.

•Review HR-related NCs (non-conformities) and ensure closure within the stipulated timeline.

•Prepare HR audit reports.



10.Reporting & Administration

•Submit weekly HR team reports summarizing recruitment, payroll, training, and compliance updates.

•Analyze HR metrics such as turnover, retention, and absenteeism for management review.

•Ensure Rymnet data accuracy and employee records are consistently updated.

•Support in preparing quarterly HR presentations or board reports.



11.Talent Management

•Support in developing talent management frameworks for employee growth and retention.

•Identify high-potential employees based on appraisal results and behavioral performance.

•Coordinate with HODs to design and implement Individual Development Plans (IDPs).

•Collaborate with HR Executive to propose reward and recognition initiatives for employee retention.

•Maintain and update talent profiles, achievements, and promotion readiness in Rymnet.

•Prepare quarterly Talent Review Reports highlighting promotion candidates and attrition risk.

•Ensure fair and transparent career development opportunities across departments.



12.University Collaboration & Employer Branding

•Build and maintain strong collaborations with universities, colleges, and training institutions to attract quality candidates for café and HQ positions.

•Represent O’Briens in career fairs, graduate networking sessions, and campus recruitment drives.

•Partner with universities to design and promote internship and management trainee programs aligned with O’Briens’ operational needs and culture.

•Develop and maintain an internship evaluation and conversion tracking system to measure effectiveness.

•Collaborate to create and maintain employer branding materials (posters, career kits, social media content) for recruitment campaigns.

•Prepare and submit quarterly university engagement reports with outcomes, feedback, and next action plans.



13.Other Duties

•Perform ad-hoc tasks or assignments as instructed by the immediate superior or top management.