HR Admin Executive

About the role

The Human Resource and Admin Officer will be responsible for overseeing the administration of human resource functions, including recruitment, employee relations, payroll, training & development, foreign worker affairs and maintaining employee records while ensuring full compliance with local regulations. The role requires a deep understanding of labor laws and immigration policies as they pertain to foreign employees in Malaysia.

Key responsibilities

• Conduct recruitment activities, including drafting job advertisements, posting vacancies, screening resumes, scheduling interviews, and facilitating interviews to identify suitable candidates for mid-level hiring
• Manage employee onboarding and offboarding processes, ensuring smooth transitions for new hires and leavers
• Maintain accurate employee records and ensure confidentiality and security of sensitive information for both local and foreign employees
• Process and prepare employment-related letters including employment contracts, confirmation letters, resignation acceptance letters, termination letters, increment letters and bonus letters
• Administer employee benefits and handle employee queries related to payroll, benefits, leave, and other HR policies
• Prepare and maintain reports on employee attendance, overtime, and leave records
• Assist in payroll administration and ensure salary and allowances are paid timely and accurately
• Assist with performance appraisal processes and employee development programs
• Support line managers in dealing with grievances and disciplinary issues
• Handle employee training and development programs, manage and utilize HRDC training grant and applications for government agency grants
• Monitor expiration dates of work permits and ensure timely renewals, liaising with relevant authorities for processing
• Ensure foreign workers are provided with adequate living accommodations in line with legal requirements and assist with arrangements as necessary
• Maintain accurate records of foreign worker status, including work permits, employment contracts, medical certificates, and other essential documentation
• Manage office supplies, ensuring inventory is well-stocked and replenished as needed
• Oversee office maintenance, liaising with service providers and ensuring a safe and conducive work environment
• Prepare and distribute company communications, memos, notices, and other relevant documentation
• Assist with organizing company events and meetings

About you

• Diploma or Degree holder or above in Human Resource Management or business administration
• Minimum of 1-2 years of experience in Human Resources and Administration, preferably with experience handling foreign worker permits and immigration procedures
• Familiar with Malaysia's labor laws, work permit regulations, and immigration policies
• Knowledge of e-Work Permit system (EPLKS), FOMEMA and related online portals for applications and renewals
• Strong communication, interpersonal and analytical skills with the ability to deal with employees at all levels
• Self-driven, positive, pro-active, highly motivated individual
• Detailed and meticulous
• Ability to multi-task with good planning, coordination and follow-up skills
• Able to work in a fast-paced environment
• Proficient in MS Office applications: Excel, Word and PowerPoint