Lingeswari Balan

I can easily get to the heart of something very quickly, avoiding all the layers and distractions on top of it. It also means that I have a sense if something would create resistance in the future, I also able to quickly find relevant information and understand the core of something, for instance, knowledge, without getting disturbed by things that would not help me further, simply because I blend them out as not being essential.
This strength helps me to accelerate things because I don’t get down to the wrong paths too often. It also helps me to understand knowledge. And then work with it and possibly add to it, and also to teach it. This again helps to define my purpose and follow my passion, and ultimately be of use for other people. Plus on this I able to communicate effectively, honestly and directly with all level of people. Moreover, I believe that with open-minded and willing to listen( attitude) it has made me more responsible and understand the behaviour of others—whether it is in business, within families, the circle of friends and community. 
    
 

24 years of total experience

2020 - Present
(3 years 2 months) HR Manager
Johra Jewels Sdn Bhd
 Industry Retail / Merchandise

Human Resource & Administrations 

  Develop and implement HR strategies and initiatives aligned with the overall business strategy
Bridge management and employee relations by addressing demands, grievances or other issues
Support current and future business needs through the development, engagement, motivation and preservation of human capital
Develop and monitor overall HR strategies, systems, tactics and procedures across the organization
Nurture a positive working environment
Oversee and manage a performance appraisal system that drives high performance
Maintain pay plan and benefits program
Assess training needs to apply and monitor training programs
Report to management and provide decision support through HR metrics
Ensure legal compliance throughout human resource management
Manages the talent acquisition process, which may include recruitment, interviewing, and hiring of qualified job applicants, particularly for managerial, exempt, and professional roles; collaborates with departmental managers to understand skills and competencies required for openings.
Analyzes trends in compensation and benefits; researches and proposes competitive base and incentive pay programs to ensure the organization attracts and retains top talent.
Creates learning and development programs and initiatives that provide internal development opportunities for employees.
Oversees employee disciplinary meetings, terminations, and investigations.
Maintains compliance local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.
Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
Performs other duties as assigned.
Processing payroll for 3 company- 250 staffs 
Add Hoc - Monitor - Administration & Operation task when the HOD's on long leave 
 

Sep 2017 - Nov 2020
(3 years 3 months) HR, Office & Customer Service Manager
Longchamp Malaysia | Malaysia
 Industry Retail / Merchandise

 A)Human Resource 
Cross-check leave form with store duty roaster 
Staff Insurance
IT management-Any problem with IT and equipment for office 
Recruiting agencies
Staff hiring and conduct interview 
Compile a list of top recruiting agencies for store staffs
Organizing induction programs, training, and orientation for new staff members
Managing training, upskilling, and retention programs for all existing staff. Assist with employee career path planning.
Analyze compensation, salary benchmarking, and other HR competitive data
Updating, filing, managing Staff Files and Personal Information
Manage Payroll, EPF, SOCSO, EA form, monthly income tax (PCB) submission, 
Assist with staff appraisals and reviews. Update and improve our performance review system
Track staff bonus, salary, starting dates &Employee Files
Manage, check and control all staff benefits including Annual leave, MC, claims, meal allowance, OT, dispatch allowance, insurance
B ) Office Administrative
Airport transfer, other transportation, and Hotel
Secretarial support to GM
Compile meeting minutes 
Staff Purchase for Office & Retails
Support the Boutique Managers 
Apply and renewal Office License, Store: Business & Signage License
Sales license for end-of-season sale & friends and family sales with the runner
Office Maintenance 
Welcoming visitor & supplier
Organize Company event - Company Lunch / Dinner with a local team or overseas team
Training Lunch- lunch is provided for full-day training in the office
Pest Control- Monitor and make an appointment for pest control service for the office and store 
Courier Service - Overseas and Domestic - Handle shipping  documents/parcel- Courier Service-  City-Link for domestic and UPS for overseas 
Office Pantry Items-To replenish when stock level is low 
Stationeries Order-To replenish when stock level is low for office & 4 stores
Flower (Orchid)Order replacement flower for Office and  Stores
Public Holiday -To prepare for both ( MY & SG)  countries and email to Singapore Office 
Magazine Cover at office Wall -To display  the magazine cover given by Marketing Manager 
Printing Material- Replace order for print Tax Invoice  and Business card for all store 
Stock or items from/to warehouse  
Loan Items- Assist Marketing Manager for incoming & outgoing loan items when she is out
Shipping -Assist to confirmation of shipping and updating of all the relevant document
Hotel & Restaurant database -Update the database with the new Hotel & restaurant 
C) Finance 
Processing Staff Claim / Reimbursement 
Processing all payment invoices 
Prepare invoice for accrual 
Utility Bills - Telekom, TNB, Celcom & Maxis 
Prepare cheques for bills
Petty Cash Claim
Bank Payment 
Update payment tracking 
Follow-up with suppliers for payments 
Update suppliers with invoice payment released 
Update vendor tracking list 
Shipping logistics invoice 
Supplier Maintenance Form
Sourcing and purchase office item 
D) Customer Service – after-sales 
Spare Parts request-Submit a spare part request to the Paris factory 
Update the tracking database 
Repair Merchandise send to Paris-
Update the complaint from clients 
Check and reply after-sales email – for all inquiry and complaint from customer or request for repair evaluation 
Fill up Product Requisition Form -Submit for GM's approval and pass it to Sales Co-Ordinator for write off the item
Repair Form-Update all the repair form to tracking database and filing

May 2016 - Sep 2017
(1 year 5 months) HR & Office Manager
Markaids  Malaysia | Malaysia
 Industry Manufacturing / Production ( F & B)

 A) Human Resource

i) Recruitment and Training
Handle overall recruitment functions
Organizing induction programmers, training, and orientation for new staff members
Managing training, upskilling and retention programs for all existing staff. Assist with employee career path planning.
Manage different personalities, develop our talent pool, and perform coaching and training
Monitor performance, conduct appraisals, set remunerations and maintain Operational Team discipline
ii) Compensation, Reviews and Policies
Review and update company policies/T&C - including health, safety, training, HRDF, staff benefits,
Analyze compensation, salary benchmarking and other HR competitive data
Updating, filing, managing Staff Files and Personal Information
Manage Payroll, EPF, SOCSO, EA form, monthly income tax (PCB) submission, 
Assist with staff appraisals and reviews. Update and improve our performance review system
iii) Staff Benefits, Welfare and Claims
Track staff bonus, salary, starting dates &Employee Files
Manage, check and control of all staff benefits including Annual leave ,MC, claims, meal allowance, OT, dispatch allowance, insurance, other salary payments (unstuff container)
Manage and coordinate Community Events

2) Office/Compound maintenance and upkeep
Office maintenance and upkeep - including plants, grounds keeping, landscaping, waste management and staff facilities (water dispenser, utilities, etc) are all in good order
Ensuring compliance to all health and safety laws or standards set by the company (Fire Fighting /Bomba, etc)
Routine monthly spot-check/inspection of cleanliness within office compound and liaising with cleaners or gardening (except warehouse/production areas = under QA/Production)
Insurance cover and claims on all risks for Markaids = building, fire insurance, public liability, etc

3)   IT / Electronics
Outsourcing and managing our IT Support - in terms of regular servicing, maintenance, repairs, troubleshooting
Purchasing and maintaining all our IT-related equipment - computers, screens, laptops, server, phones, etc
Tracking and monitoring all IT-related equipment - ensuring it is used properly and maintained in good working condition
IT-related policies - updating, communicating and ensuring that company IT policies are followed (phone, data, laptop, etc) 
Setup for new staff - issuing new passwords, emails, assigning workstations, handphones, access to the server
Managing emails - addresses, groups, security, logins
IT security - passwords, access for departing staff, back-up fileserver, antivirus cover
IT renewals - domain, licensing, hosting, etc
Fileserver - monthly back-ups, ensure zero-downtime and full-time access (both onsite + offsite)
Continually updating and upgrading our hardware and software according to our evolving requirements (including fileserver, accessibility, security, anti-virus)
Monitoring and control of Internet bills, Celcom and data plan (phone) claims and addressing any issues/discrepancies
Assist our Accounts with SQL - on-site/off-site access, partitioning, security, login codes, access

4) Admin support and assistance to Staff
Plan, book and coordinate venue, food, activities, refreshments, etc for staff events, lunches or meetings
Coordination of communication within office staff - e.g. office memos, notices, the update of phone number directory, etc
Travel Insurance, House Owner Insurance, and Insurance Claims for Directors
Insurance - fire and building for properties
 

Sep 2010 - Apr 2016
(5 years 8 months) Operation Manager
EC Council Asia Pac | Malaysia
 Industry Education ( IT industry &  Develop Training ) 

 A) Operation
Managing day-to-day activities, analyzing statistics and reading and writing reports, operations managers play a vital role in any company.
Liaising with other team members, including interacting with managers of different areas of the organization, presenting findings to stakeholders and higher management as well as training and supervising new employees and tracking and measuring staff performance.
Other duties and responsibilities include:
Planning and controlling change. 
Managing quality assurance programmers. 
Researching new technologies and alternative methods of efficiency. 
Setting and reviewing budgets and managing cost. 
Overseeing inventory, distribution of goods and facility layout.

B) Administration
Improve the operational systems, processes, and policies in support of organizations mission specifically, support better management reporting, information flow and management, business process and organizational planning.
Manage and increase the effectiveness and efficiency of Support Services (HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions.
Play a significant role in long-term planning, including an initiative geared toward operational excellence.

C) Finance
Oversee overall financial management, planning, systems, and controls.
Management of agency budget in coordination with the Executive Director.
Development of individual program budgets
Invoicing to funding sources, including calculation of completed units of service.
Payroll management, including tabulation of accrued employee benefits.
Disbursement of checks for agency expenses.
Organization of fiscal documents.
Regular meetings with Executive Director around fiscal planning.
Ensuring accuracy of financial and related information held outside the
finance systems, such as by HR, membership, or in programme budgeting
systems
Improving the systems surrounding all aspects of the organization’s budgets,
forecasts and business planning
Assisting in the production of the draft year end accounts, supporting
schedules and liaison with the auditors

D) Human Resource 
Processing payroll, which includes ensuring vacation and sick time is tracked in the system
Participating in benefits tasks, such as claim resolutions, reconciling benefits statements, and approving invoices for payment
PERKESO and KWSP submission and payment
Participating in recruitment efforts
Posting job ads and organizing resumes and job applications
Scheduling job interviews and assisting in an interview process
Collecting employment and tax information
Overseeing the completion of compensation and benefit documentation
Orienting new employees to the organization(setting up a designated log-in, workstation, etc.)
Administering new employment assessments
Maintaining current HR files and databases ( personal information  & annual leave)
Updating and maintaining employee benefits, employment status, and similar records
Maintaining records related to grievances, performance reviews, and disciplinary actions
Performing file audits to ensure that all required employee documentation is collected and maintained

Oct 2006 - Sep 2010
(4 years) Snr Procurement Administrator
Far East Oil Terminal Two Sdn Bhd | Malaysia
 Industry Oil / Gas / Petroleum

 Souring and negotiation product and price with the vendor
Ensure the product delivery as per plan 
Monitor vendor performance
Maintain strong working relationships with our vendors
Review purchasing agreements with vendors and maintain open lines of communications with those vendors
Compare product deliveries with issued purchase orders and contact vendors when there are discrepancies
Ensure adequate stock inventory
Resolve supply, quality, service and invoicing issues with vendor
Coordinate with sales representatives on the pre-sales document preparation
Processing orders
Ensure Invoice matching against delivery orders
Reconcile month customers and suppliers statement 
Perform quarterly stock check 
Liaise with QA dept. to check on the product defect and reject.
Prepare monthly report 
Answering email and calls
Prepare analysis of the new product and compare quotations
Liaise with warehouse team ( Product delivery to customers and receiving stock from vendor) 
Perform half yearly vehicle & scaling platform maintenance 
Undertake any other ad-hoc duties assigned by management.

May 2005 - Sep 2006
(1 year 5 months) Sales Coordinator cum Admin Assistant
Systematic Office Equipment Sdn Bhd
 Industry Manufacturing / Production

 Handling all admin task including mailing, scanning, faxing and copying to management
maintain electronic and hard copy filing system
Answering all incoming call and email correspondence
Perform data entry and scan documents
Ensure and monitor office supply store
Prepare and modify documents including correspondence, reports, drafts, memos, and emails
Organize and schedule meetings and appointments
Maintain contact lists
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Submit and reconcile expense reports
Provide general support to visitors
Prepare and monitor invoices
Organize travel arrangements for senior managers
    
Apr 2002 - Mar 2005
(3 years) Administration Assistant cum Management Assistant
Brady Technology Sdn Bhd
Industry Manufacturing / Production

 Primary phone coverage (first to answer all incoming calls) 
Prepare and mail all US/UPS/Fed Ex packages. 
Sort and distribute incoming mail 
Oversee all aspects of publication orders including inventory and maintenance of inventory  Oversee all administrative aspects of seminars including registrations, confirmations, certificates, badges & evaluations, preparation and mailing of materials to seminar sight . 
Assist Office Manager in the processing of Annual Conference registrations, preparation of packets, badges and delegate materials  
Filing of materials in general files area 
Assist with bookkeeping/accounting functions as appropriate 
Assist staff in creating a system for responding to telephone and written requests for warehousing industry information 
Assist Office Manager in developing and instituting methods for quality control and accuracy in membership, conference, and other databases 
Inventory and track off site storage 
Be familiar with functions of Office Manager so as to enable him/her to assume the duties of the Office Manager in his/her absence. 
May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required 
Perform other duties as assigned
 

Jan 2001 - Mar 2002
(1 year 3 months) Front Office Executive
Pearl Hotel , Malaysia
 Industry Travel / Tourism

 Checking guests in and out.
Receiving and managing reservations made online and telephonically.
Verifying guests' payment methods during check-in.
Assigning rooms to guests and informing them of any specials offered by the hotel.
Organizing transport services for guests at their request.
Providing guests with information about the hotel.
Keeping abreast of attractions that may be of interest to guests.
Serving as a host at conferences, and ensuring that all relevant preparations are made for the event.
 

2005 University Tunku Abdul Rahman
Bachelor's Degree in Business Studies/Administration/Management | Malaysia
Major Business Administration
Grade Grade C/2nd Class Lower