Susmitha Suresh

Responsibilities:

Recruitment & Hiring:

• Reviewed recruitment needs, posted job advertisements, screened applications, arranged and conducted interviews, and performed reference checks.
• Liaised with candidates on salary and benefits offers.
  Coordinated with hiring managers, candidates, and recruitment agencies.
• Collaborated with local and private universities for internship hiring and participated in career fairs.
  

Payroll & Compensation:

• Processed monthly payroll, including payroll entries, new starters info, salary reviews, bonus preparation, OT calculations, online salary payments, pay slips preparation, and statutory submissions.
• Managed in-house payroll system with HQ team in France and implemented/UAT enhancements for process improvements.
• Liaised with statutory bodies on payroll issues and kept updated on all statutory changes.
• Coordinated with auditors yearly on payroll audits.
  Verified expense claims to ensure compliance with the employee handbook and entitlements.
• Produced payroll and employee-related reports as needed.
  Handled company income tax declarations and completed yearly income tax for expatriates.
• Assisted Finance Controller in preparation of monthly staff costing/allocation and yearly staff costs.
• Prepared Malaysia Monthly HR report to HQ in France.
• Participated in developing and launching the company's new payroll system (Cadena) across multiple Asian countries (Malaysia, Philippines, Singapore, Indonesia, and Vietnam) to ensure a unified system connected with Colasway Company's system.
  

Training & Development:

• Prepared yearly training calendars and summaries.
• Organized in-house training sessions (e.g., first aid, Microsoft Word, PowerPoint, railway technical training).
• Conducted induction and onboarding for new employees.
  Managed training grant applications, approvals, and claims from HRDF.
• Liaised with Head on yearly training activities.
• Participated in developing and launching the company’s performance management system to align with Core Values, role clarity, and goals at individual, business unit, and corporate levels.
  

HR Administration:

• Managed HR data, produced HR information/reports, maintained proper leave records, tracked employee medical expenses, and dealt with medical insurance providers on claims.
• Handled all permit matters (Residence Pass, Work Permit, Dependent Pass, Professional Visit Pass, Social Visit Pass, Special Pass, Termination).
• Assisted expatriates with tenancy arrangements.
• Participated actively in CSR activities, managing initiatives to benefit less fortunate children's education, the environment, and disability hiring.
  

Compensation & Benefits:

• Advised management on pay, employee benefits, promotions, and other remuneration issues.
• Coordinated with HR Director on salary reviews, bonuses, entitlements, increments, and promotions.
• Managed staff insurance by working closely with insurance agents for policy renewals, cancellations, replacements, and claims.
  

Employee Engagement & Events:

• Involved as project manager in organizing team-building events, successfully combining three regions.
• Introduced staff well-being activities such as weekly fruit day, birthday celebrations, and festival season celebrations, including office decorations, activities, and luncheons.
• Organized annual dinners and other company events.
  

Responsibilities:

Expatriate Employment Pass Management:

• Prepared and submitted documents for CIDB support letters and working visa applications via ESD portal/manual submission at Immigration.
• Obtained visa endorsements at Immigration Department upon approval.
• Applied for yearly expatriate hiring quotas and new position approvals from Immigration Department.
• Tracked visa and passport expiries for expatriate staff and their families, planning timely renewals.
• Managed visa extensions, transfers, and dependent pass applications.
• Handled all other visa-related matters.
  

Recruitment & Onboarding:

• Provided administrative support in recruitment, including job ad postings, contract renewals, interview scheduling, and monitoring probation/appraisal processes.
• Managed staff onboarding and offboarding processes, including tax clearance and EPF withdrawals for expatriate staff.
  

Benefits Administration:

• Administered leave management, medical claims processing, and liaised with insurers.
• Assisted staff with income tax and EPF-related matters, including e-filing, tax clearance, tax rebates, and EPF registration.
• Managed exemption letters application with MyFuture Jobs for expatriates.
  

HR Functions:

• Maintained and updated employee personal information in personal files and payroll system.
• Managed payroll, employment contracts, staff claims, overtime, staff welfare, administration, interviews, initial orientation, HR movement, HR lists, and resignation records.
• Monitored employee disciplinary issues, conducted counseling, and managed performance and disciplinary issues.
• Ensured timely compliance with local statutory payments and government reporting (income tax, EPF, SOCSO).
  

Reporting & Documentation:

• Prepared management reports (pay slips, leave entries, salary variance, yearly summary, monthly variance, staff bank account updates, organization charts, year-end staff reports, EA forms, Income Tax PCB 2).
• Monitored employee leave and medical claims to prevent abuse.
• Maintained employee records and a good filing system.
  

Insurance & Welfare:

• Managed Group Personal Accident and Hospitalization insurance issues, including renewals and claims.
• Assisted and supported HR Manager in planning and implementing policies aligned with company and group objectives.
  

General HR & Administrative Support:

• Performed other ad-hoc HR/Admin tasks as needed.
  Oversaw daily HR department operations.
• Handled general office maintenance and administrative work.
  

Industrial Relations:

• Applied working knowledge of Industrial Relations practices, labor law, and government regulations.
  

Responsibilities:

Customer Service:

• Assisted with incoming calls and administrative inquiries.
• Managed walk-in customer and call inquiries.
• Handled customer orders and sales.
  

Marketing Support:

• Supported the marketing team during events and sales activities.
  

Financial Management:

• Managed petty cash and cash collection.
• Performed cash voucher preparation for employees every month.
• Managed monthly payroll through Payroll Panda.
  

Production Coordination:

• Followed up with the production team on order status.
  

Administrative Tasks:

• Performed document filing and stock monitoring.
• Assisted with HR administrative tasks and payroll management.
• Monitored staff attendance and leave applications using Excel.
• Assisted the Manager in creating internal memos.
• Supported the Manager in organizing staff activities and events.
• Provided support for any tasks assigned by the Manager and Director.
• Supported departmental administration tasks and ad hoc tasks as needed.
  

Responsibilities:

General Administration:

• Performed general administrative tasks such as taking sales orders and handling cash management.
• Managed filing, data entry, and ad hoc administrative tasks.
  Processed customer information related to orders and printing processes.
• Supported vendor and intercompany document management.
• Keyed in basic accounting data into the system.
• Received and managed incoming calls and email orders or inquiries.
  

Sales & Marketing Support:

• Handled and supported sales and marketing activities, including preparing quotations, following up on sales, processing delivery orders, closing sales, and processing orders.
• Assisted the Branch Manager in sourcing local products from new or existing vendors.
  

Inventory & Stock Control:

• Managed inventory control and stock control.
• Maintained department cleanliness and arranged items systematically.
  

Ad Hoc Tasks:

• Managed other ad hoc tasks or projects as assigned by the company.