HR & Admin Executive

We are looking for a responsible, organised and proactive HR & Admin Executive to support the day-to-day Human Resources and Administration functions of our manufacturing facility.

The successful candidate will be responsible for HR operations, employee administration, recruitment, payroll support, statutory matters, employee relations, worker discipline and misconduct matters, and general administrative activities.

Key Responsibilities

Human Resource

• Manage day-to-day HR operations and maintain accurate employee records and HR documentation.
• Handle employee onboarding, orientation, confirmation, transfer, resignation and other employment-related processes.
• Assist in recruitment activities, including job posting, candidate screening, interview arrangements and preparation of employment documentation.
• Maintain employee attendance, leave and overtime records.
• Assist in monthly payroll preparation and verification, including salary, overtime, allowances, deductions and statutory contributions.
• Assist in statutory submissions and payments including EPF, SOCSO, EIS, PCB and other HR-related statutory requirements.
• Administer employee benefits, leave, medical claims and other HR-related matters.
• Prepare HR reports and manpower-related statistics as required by management.
• Handle worker discipline and misconduct matters, including attendance issues, violation of company rules, insubordination, fighting, absenteeism and other workplace misconduct.
• Conduct preliminary investigations, collect relevant information and evidence, coordinate employee statements and assist in preparing show cause letters, warning letters and other disciplinary documentation.
• Monitor disciplinary cases and ensure appropriate follow-up actions are properly documented and implemented in accordance with company policies and applicable employment laws.
• Assist in handling employee enquiries, grievances and other employee relations issues.
• Ensure HR policies, procedures and company rules are properly communicated and implemented.
• Maintain proper filing and confidentiality of employee and HR records.
• Assist in ensuring compliance with the Employment Act 1955, applicable Malaysian labour regulations and company policies.
• Assist with internal and external audits relating to HR, administration and compliance.
• Assist in the implementation and maintenance of HR policies and procedures in line with company requirements and RBA/ISO standards.

Administration

• Handle general office administration and ensure smooth daily administrative operations.
• Manage office supplies, stationery, pantry items and other administrative requirements.
• Coordinate office facilities, maintenance, security, cleaning and other service providers.
• Assist with company events, meetings, employee activities and other administrative arrangements.
• Prepare purchase requests, quotations and related administrative documents where required.
• Maintain proper records of contracts, licenses, vendor documents and other administrative documentation.
• Coordinate with government agencies, vendors, contractors and other external parties when required.
• Perform other administrative duties and ad-hoc assignments assigned by management.

Requirements

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Management or a related field.
• Minimum 2–3 years of relevant experience in HR and administration, preferably in a manufacturing environment.
• Experience in handling worker disciplinary and misconduct matters is required.
• Experience in conducting workplace investigations and preparing disciplinary documentation such as show cause letters, warning letters and investigation records will be an advantage.
• Good knowledge of Malaysian employment practices and statutory requirements.
• Experience in payroll, attendance, leave administration and statutory contributions will be an advantage.
• Good communication and interpersonal skills, with the ability to communicate effectively with both management and production workers.
• Proficiency in Mandarin is required to effectively communicate with Mandarin-speaking China employees, management and business partners. Good command of English and Bahasa Malaysia is also required.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Experience with HRIS/payroll systems is an advantage.
• Good organisational skills with strong attention to detail.
• Able to maintain confidentiality and handle sensitive employee information professionally.
• Firm, fair and professional when handling employee relations and disciplinary matters.
• Independent, proactive, responsible and able to work with minimum supervision.
• Willing to work in a fast-paced manufacturing environment.