HR and Admin Executive

JOB PURPOSE

To manage full-spectrum Human Resources, General Administration, and Procurement operations in a new plant. The role ensures seamless operational efficiency, smooth personnel and office administration, cost-effective purchasing of goods and services, and strict compliance with local statutory requirements.

RESPONSIBILITIES

1. Human Resources

• Full-Lifecycle HR Operations: Oversee recruitment, onboarding, confirmation, transfer, offboarding, and termination/resignation processes.
• Payroll & Statutory Compliance: Process payroll, attendance, leave, overtime, allowances, and statutory contributions (EPF, SOCSO, EIS, HRDF/HRD Corp, PCB) strictly adhering to the Malaysian Employment Act and Labour Law.
• Training & Development: Plan and execute training programs, perform training needs analysis (TNA), organize staff induction, and manage HRDF grant applications and claim submissions.
• Employee Relations & Performance: Manage employee relations, grievance handling, disciplinary processes, and performance appraisal exercises.
• Foreign Worker Management: Oversee foreign worker recruitment, work permit renewals, passport renewals, immigration matters, and worker accommodation standards.

2. Administration & Corporate Affairs

• Office & Facility Management: Manage day-to-day office operations, utility management, fixed asset management, maintenance of premises/facilities, and service provider performance.
• Reporting & Communication: Prepare HR, Admin, and operational reports, official letters, policies, and presentations using MS Office and Canva.
• ISO & Quality Standards: Maintain ISO documentation, support internal/external audits, and ensure compliance with quality management systems (e.g., ISO 9001).
• Management Support: Provide administrative support to management, including meeting arrangements, travel arrangements, and corporate event coordination.
• Sourcing & Procurement: Source, negotiate, and purchase office supplies, equipment, consumables, raw materials, or service contracts to secure competitive pricing and favorable payment terms.
• Order Processing & Operations: Requisition verification, Purchase Order (PO) creation, order tracking, delivery follow-ups, and goods receipt verification.
• Documentation & Invoice Matching: Coordinate with the Accounts team to match POs, Delivery Orders (DOs), and invoices for accurate and timely payment processing using systems like AutoCount.

JOB REQUIREMENTS

Education & Experience

• Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, Supply Chain/Procurement, or a related field.
• Minimum 2–3 years of working experience combining HR, General Administration, and Purchasing functions. Fresh Graduates are encourage to apply.
• Experience in a manufacturing, corporate, or operations environment is preferred.

Technical Knowledge & Skills

• Strong knowledge of Malaysian Labour Law, Employment Act, and statutory compliance (EPF, SOCSO, EIS, HRDF/HRD Corp, PCB).
• Hands-on experience with payroll processing, HRDF claims, and foreign worker management (permits, immigration, accommodation).
• Practical understanding of end-to-end procurement processes, purchasing documentation, supplier negotiation, and inventory tracking.
• Proficient with MS Office, Canva, and AutoCount System (or similar ERP/Accounting systems).
• Familiarity with ISO standards (e.g., ISO 9001) and documentation processes.

Soft Skills & Competencies

• Strong negotiation, price analysis, and vendor evaluation capabilities.
• High level of integrity, ethical standards, and handling of confidential data.
• Excellent communication, problem-solving, and organizational skills with sharp attention to detail.
• Ability to multitask, prioritize tasks efficiently, and work independently.

Language Requirements

• Required: Excellent command of English and Bahasa Malaysia (written & spoken).
• Added Advantage: Proficiency in Mandarin, Nepali, or other foreign languages (to facilitate communication with suppliers or foreign workers).