Job Summary:

This person will be responsible for building the company’s people structure across three major pillars:

1. Recruitment

• Define who to hire, how to attract candidates, how to screen them, and how to build a continuous talent pipeline.

2. Training & Development

• Build onboarding, training, assessment, certification, and internal development systems, including a structured Company Academy graduation requirement before staff officially take up key roles.

3. Retention & Culture

• Build performance, bonding, engagement, career path, KPI, culture, and retention mechanisms so that good people stay, grow, and perform.

• The role must also help the company integrate AI tools and digital systems into HR operations, recruitment screening, training tracking, performance review, and talent database management.

Key Responsibilities:

1. Talent Architecture & Organization Planning

• Work with the Founder/CEO to define company’s future organization structure.
• Clarify department structure, reporting lines, job levels, and role responsibilities.
• Build clear job descriptions for key positions across the company.
• Identify talent gaps in each department and recommend hiring priorities.
• Support the company in upgrading from relationship-based management to role-based, KPI-based, and competency-based people management.
• Build a clear people structure so that hiring, training, promotion, replacement, and elimination can happen without creating operational gaps.

2. Recruitment Strategy & Hiring System

• Define what type of people company should hire for each department.
• Build recruitment criteria based on role, attitude, skill, experience, and company culture fit.
• Create structured hiring processes for different levels: Frontline staff, Customer service, Sales team, Beauticians / therapists, Trainers, Department supervisors, Managers, Senior management candidates
• Work with the Founder/CEO and department heads to design interview questions and scorecards.
• Build candidate screening mechanisms including resume screening, phone screening, interview scorecards, practical tests, case studies, trial tasks, and reference checks.
• Create a candidate pipeline so the company does not only hire when someone resigns.
• Manage recruitment channels, including JobStreet, LinkedIn, Hiredly, referrals, beauty academy partnerships, industry networks, and recruiters.
• Track recruitment data and improve hiring quality over time.

3. Talent Screening & Selection Mechanism

• Build different screening mechanisms for different roles.
• Design practical assessments for key departments.
• Work with department heads to define minimum competency standards before hiring.
• Introduce structured evaluation methods to reduce wrong hires.
• Help assess whether candidates are suitable for company’s speed, culture, customer standard, and performance expectations.
• Build clear pass/fail criteria for interview and probation.

4. Onboarding & Company Academy Training System

• Build new employee onboarding journey.
• Ensure every new hire understands company background, vision, values, products, service standards, SOP, and performance expectations.
• Design mandatory training modules for different roles.
• Create a clear requirement that staff must complete Company Academy training and pass assessments before officially taking up key roles or serving customers independently.
• Build training records and graduation tracking.
• Work with department heads to ensure training is practical, measurable, and connected to actual job performance.
• Create a structured training calendar.
• Ensure training materials are updated as products, SOPs, promotions, and business needs change.

5. Training Assessment & Certification System

• Design written tests, practical tests, role-play assessments, and supervisor evaluation forms.
• Define pass/fail standards for each role.
• Ensure employees cannot move into important roles without passing the required training and assessment.
• Build re-assessment mechanisms for underperforming staff.
• Track training results and link them to job readiness, promotion, KPI, and performance improvement.
• Work with leaders to identify training gaps and update training materials accordingly.

6. Performance Management & KPI System

• Work with the Founder/CEO and department heads to define KPIs for each role.
• Build monthly and quarterly performance review mechanisms.
• Ensure KPIs are connected to actual business outcomes, not just activity.
• Help managers conduct performance reviews and feedback sessions.
• Identify high performers, stable performers, trainable employees, and low performers.
• Build performance improvement plans for staff who do not meet expectations.
• Support fair reward, promotion, warning, replacement, or termination decisions.
• Ensure performance management is documented and professionally handled.

7. Retention, Culture & Employee Bonding

• Build employee engagement and bonding initiatives that are aligned with company culture.
• Help create a strong performance culture without destroying team morale.
• Design retention strategies for high performers and high-potential staff.
• Build career path and promotion criteria for key roles.
• Improve internal communication, belonging, recognition, and team atmosphere.
• Work with leaders to reduce unnecessary conflict, confusion, and disengagement.
• Create mechanisms to understand why people leave and what keeps good people.
• Strengthen employer brand internally and externally.

8. AI-Enabled HR System & Talent Database

• Work with the Founder/CEO to integrate AI into recruitment, onboarding, training, assessment, performance tracking, and talent management.
• Build a centralized digital talent database.
• Build HR dashboards and databases using tools such as Notion, Google Sheets, Excel, HR systems, or other AI-supported platforms.
• Ensure HR documentation is organized, searchable, and continuously updated.
• Help to build a repeatable and scalable HR operating system.

9. HR Policies, Compliance & Employee Relations

• Ensure basic HR policies, employment documentation, and employee records are properly maintained.
• Support employment contracts, offer letters, confirmation letters, warning letters, resignation, termination, and disciplinary processes.
• Ensure compliance with Malaysian employment practices.
• Handle employee relations matters professionally.
• Support managers in difficult conversations, performance issues, and staff discipline.
• Work with external payroll/admin support if needed.