Admin Executive (HR & Finance Support)

About the Role

Help keep SmartSalary’s Malaysia team running smoothly across office administration, routine finance support and HR coordination.

This role suits someone who enjoys organising details and taking a hands-on approach in a small team. You will work directly with the local team lead, with support from headquarters and external accounting, tax and payroll service providers.

What You Will Do

• Office administration: Manage day-to-day office matters, purchasing and asset records. Coordinate suppliers, quotations, tenancy documents, utilities and maintenance, and assist with company-arranged accommodation when needed.
• Routine finance support: Organise invoices, expense claims and payment requests. Prepare payment documents under approval procedures, maintain payment records and assist with basic reconciliations.
• Finance documentation and coordination: Follow up on customer billing, receivables and supplier invoices. Prepare monthly documents and coordinate with headquarters and external accounting and tax providers.
• Recruitment coordination: Support job posting, CV screening, interview scheduling, candidate follow-up and new-hire arrangements.
• HR administration: Maintain employee records, contracts, attendance and leave information. Handle onboarding and offboarding documents, probation follow-up and routine HR communication.
• Payroll coordination: Collect and check attendance, salary and allowance changes. Work with payroll providers on payroll documents and follow-up for EPF, SOCSO, EIS and PCB matters.
• Records and follow-through: Keep records organised and confidential. Update the team lead on progress, discrepancies and matters requiring approval or specialist advice.

What We Are Looking For

• A bachelor’s degree or higher, preferably in Accounting, Finance, Business Administration, Human Resources or a related field.
• Around 2–4 years of experience in administration, finance support or business operations, with hands-on exposure to both administration and routine finance tasks. HR or payroll coordination experience is an advantage.
• Working proficiency in spoken and written Mandarin and English. Mandarin is required for day-to-day coordination with our Mandarin-speaking management team. Bahasa Malaysia is an advantage.
• Good Excel and office-tool skills, with careful handling of documents, data checks and accurate records.
• The ability to follow tasks through, prioritise and ask for support when needed. Comfortable working independently without direct reports and personally handling day-to-day tasks.

About SmartSalary

SmartSalary is a China-founded HRMS technology company focused on international markets, with offices in Jakarta, Kuala Lumpur and Bangkok. We value local expertise, encourage open communication and practical collaboration, and give team members room to grow through their work.

We offer paid annual leave and medical benefits, make full statutory EPF, SOCSO and EIS contributions, organise monthly team activities, and bring our teams together for an annual overseas company gathering and celebration.