HR Administrator

Role Overview

We are seeking a HR Administrator to be part of our growing business in Kuala Lumpur, Malaysia. The right candidate will support multi-client service delivery by managing operational coordination, administrative workflows, and financial processing activities across IT operations, recruitment services, and HRO/BPO initiatives.

This role ensures smooth day-to-day execution, allowing project and operations leads to focus on strategic delivery and stakeholder management.

Key Responsibilities

Project & Operational Coordination

• Support coordination across multiple client workstreams (IT operations, recruitment, HRO/BPO project activities)
• Track and follow up on tasks, deliverables, and timelines
• Maintain project trackers, documentation, and status updates
• Coordinate meetings, prepare minutes, and track action items

Administrative & BAU Support

• Manage day-to-day administrative activities across projects
• Support documentation, reporting, and data consolidation
• Handle routine coordination between internal teams and stakeholders
• Ensure proper record keeping for operational activities

Procurement & Vendor Coordination

• Assist in sourcing and obtaining quotations (e.g. IT equipment, office supplies)
• Coordinate purchase requests and follow up on approvals
• Liaise with vendors for delivery tracking and issue resolution
• Maintain procurement records and documentation

Financial Operations Support (Billing & Invoicing)

• Prepare and calculate invoices based on provided data and commercial terms
• Upload billing information into internal/client systems
• Coordinate with finance for validation and approvals
• Track invoice status and resolve discrepancies

Recruitment & HR Coordination Support

• Support recruitment coordination (interview scheduling, candidate tracking)
• Assist in onboarding coordination and documentation
• Support workforce transition activities (e.g. HRO employment transfer support)

Stakeholder & Communication Support

• Act as coordination point between internal teams (Operations, Finance, HRS)
• Support communication with client stakeholders for administrative matters
• Ensure timely follow-up on requests and dependencies

Key Work Environment

• Supports multiple concurrent workstreams across:
• Project operations & support
• Recruitment service delivery
• HRO/BPO setup and transition projects
• Involves cross-functional coordination (Operations, Finance, HR, Vendors)
• Requires handling of both BAU operations and project-based work

Requirements

Experience

• 2–5 years in project coordination, operations support, or similar role
• Experience supporting multi-stream or multi-client environments preferred
• Exposure to procurement, invoicing, or recruitment coordination is a plus

Skills

• Strong organisational and multitasking ability
• Good stakeholder coordination and communication skills
• Attention to detail (especially for billing and documentation)
• Ability to manage repetitive processes with accuracy
• Comfortable working in fast-paced, evolving environments

Tools (Good to Have)

• Proficiency with advanced Excel formulation and project tracking tools (e.g. Confluence, Jira, etc.)
• Basic understanding of financial processes (invoicing, PO tracking)

Please include Licence No : 22C1076

EA Reg : R22108987