What Does an HR Officer Do? Responsibility, Key Skills, Importance

Many small and medium businesses in Malaysia start with informal hiring and people management.

But once the team gets bigger, it’s time to bring in someone dedicated, who is the HR Officer.

They don’t just support hiring; they keep the workplace running smoothly by handling records, payroll, employee issues, and much more.

What is an HR Officer?

An HR Officer works closely with the HR Manager to handle the day-to-day operations of the human resources department.

They’re often the first point of contact for employees on HR-related matters. From hiring to handling complaints, their work keeps the organisation running smoothly.

In growing businesses, especially those expanding quickly or hiring at scale, HR Officers help maintain order, compliance, and morale.

Without someone in this role, responsibilities often fall on managers who may not have the time or training to handle them properly.

Roles and Responsibilities of an HR Officer

The HR Officer wears many hats. Their daily tasks span across multiple areas, including:

Recruitment and Onboarding

HR Officers are involved in creating job postings, filtering through candidates, coordinating interviews, and helping new employees transition smoothly into their roles.

Employee Record Management

They maintain up-to-date employee records by organising files, making timely updates, and keeping documentation easy to retrieve when needed.

Payroll and Statutory Contributions

If you wonder who will be in charge of payroll operations, the HR Officer is the one who handles it. They support payroll operations and handle statutory deductions like EPF, SOCSO, and EIS to meet regulatory requirements.

Employee Grievances and Disciplinary Matters

When workplace issues arise, they step in to listen to concerns, conduct internal checks, and support fair conflict resolution.

Leave and Attendance Tracking

They monitor staff attendance, process leave requests, and record absences to maintain accurate timekeeping and scheduling. This affects the payroll amount for each employee every month.

Performance Appraisal Coordination

HR Officers help coordinate performance reviews by collecting relevant input, setting up evaluation sessions, and compiling reports.

Compliance with Labour Laws

They keep track of current employment laws like OSHA and the Employment Act, and work with management to apply those standards in daily HR operations.

Key Skills and Qualifications of an HR Officer

To hire a capable HR Officer, it’s important to look beyond just academic qualifications. Here's what to consider:

A diploma or bachelor’s degree in HR, psychology, or business administration is commonly required.
Experience in admin roles or as an HR assistant can be helpful. Fresh graduates can also apply for junior roles.
Knowledge of HRIS or HRMS systems, payroll software, and Microsoft Office is essential.
Master various soft skills, such as communication, empathy, time management, and discretion. HR Officers must interact with staff regularly, often handling sensitive matters.

How to Hire an HR Officer in Malaysia

Here’s a simple step-by-step guide for hiring the right person:

Define the Role

Start by defining whether you're hiring a junior or senior HR Officer so you can set clear expectations for responsibilities and decision-making levels.

Write a Strong Job Description

Craft a compelling job description that outlines the key duties, required qualifications, your company values, and what makes your workplace a good environment to grow in.

Make sure that you include these elements in your job description:

Job title
Job summary
Key responsibilities
Required qualifications
Skills and competencies
Working hours, arrangement (remote, WFO, or hybrid) and location
Salary range and benefits (if possible)
Company introduction
Application instruction

Choose Where to Post

Choose the right platforms to post your job ad, such as Maukerja, Ricebowl, LinkedIn, or JobStreet, depending on the type of candidates you want to attract. You can also utilize your company's social media to share this information. Encourage also your staff to spread the news to their circle.

Interview Effectively

Prepare interview questions that explore the candidate’s knowledge of labour law, experience with HR software, conflict resolution skills, and their ability to manage sensitive employee issues.

Benchmark Salary

Use local benchmarks when discussing salary. Based on Jobstreet, the average monthly salary for HR Officers in Malaysia is typically around RM2,600 to RM3,700.

HR Officer vs. HR Manager: What’s the Difference?

Aspect	HR Officer	HR Manager
Job Scope	Focuses on daily HR tasks such as recruitment support, payroll assistance, record keeping, and basic employee issues.	Oversees the full HR function, including planning, strategy, and policy implementation.
Decision-Making Authority	Limited authority; usually executes tasks based on direction from the HR Manager or senior management.	Holds higher authority to make strategic HR decisions, approve policies, and resolve complex issues.
Reporting Structure	Reports to the HR Manager or Head of Department.	Reports to the Director or top management; may supervise HR Officers or other HR staff.
Salary Range	Typically RM2,600–RM3,700 per month, depending on experience and location.	Generally RM6,300–RM8,800 or more based on experience, company size, and responsibilities.
Level of Responsibility	Operational and administrative.	Managerial, strategic, and supervisory.

Tools and Software for HR Officers

HR Officers rely on several tools to manage their work efficiently. These include:

HRMS or HRIS platforms to help with employee data, leave tracking, and document management.
Payroll software to simplify monthly salary calculations and contributions to EPF, SOCSO, and EIS.
Employee self-service portals let staff apply for leave, update details, or download payslips without needing HR's help for everything.

Why Hiring the Right HR Officer Matters

The HR Officer plays a vital role in shaping employee experiences and protecting the company from legal trouble. A strong HR Officer:

Builds trust between staff and management.
Maintains proper records and compliance.
Supports smoother operations, from hiring to appraisals.

Investing in the right hire helps your HR department function better and lets business owners focus on growth.

FAQs

Q: What is the average salary for an HR Officer in Malaysia?

A: It ranges from RM2,600 to RM3,700 per month, depending on experience and location.

Q: Can an HR Officer handle payroll alone?

A: In smaller companies, yes. In larger setups, payroll may be handled by a specialised payroll team or HR Manager.

Q: Is HR Officer a senior position?

A: It’s usually a mid-level or junior position, reporting to the HR Manager.

Q: What certifications are beneficial for HR Officers in Malaysia?

A: Certifications like CHRP (Certified Human Resource Professional) or programs from MIHRM can add value.

Q: Should SMEs hire a full-time HR Officer or outsource HR functions?

A: If your business is growing and you’re hiring regularly, a full-time HR Officer offers better long-term value. For small or seasonal hiring, outsourcing might be more practical.

Hiring an HR Officer? Let Us Help

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