HR & Admin Executive/Officer

Job Duties & Responsibilities

1. Foreign Worker & Expatriate Management

• Oversee and maintain documentation, records, welfare, accommodation, and permit renewals for foreign workers and expatriates.
• Liaise with relevant government authorities and agencies, including Immigration Department, Jabatan Tenaga Kerja (JTK), FOMEMA, MYEG, and KDN, on foreign worker and expatriate-related matters.
• Coordinate foreign worker recruitment/intake, onboarding, work permit applications, renewals, and related documentation.
• Assist in managing cases involving absconded workers, work pass issues, and other immigration-related matters.
• Monitor foreign worker hostel conditions and coordinate necessary follow-up actions to ensure proper standards and welfare.

2. General Office & Factory Administration

• Maintain and organize office records, documents, files, and administrative information in an efficient and systematic manner.
• Monitor office and factory administrative matters, including utilities, cleanliness, maintenance, and general facilities.
• Coordinate building and facility maintenance requests and maintain proper records of completed and pending works.
• Monitor and prepare relevant administrative reports, including employee-related administrative matters.
• Liaise with the Purchasing Department to coordinate the procurement of stationery, pantry supplies, office equipment, and other administrative requirements.

3. Licensing & Regulatory Compliance

• Coordinate the application and annual renewal of company licenses, permits, and registrations, including tenancy-related matters, MBSA, petrol permits, and other relevant licenses.
• Ensure timely renewal and proper documentation of company vehicles' road tax and insurance.
• Coordinate expatriate work permit and related renewal processes.
• Maintain an updated record and renewal schedule for all company licenses, permits, insurance, and regulatory requirements.
• Ensure administrative activities are carried out in accordance with company policies and applicable regulatory requirements.

4. Vendor & Service Provider Coordination

• Coordinate and monitor the performance of outsourced service providers, including drivers, cleaners, security guards, and gardeners.
• Ensure service providers comply with company requirements, schedules, and workplace standards.
• Coordinate logistics and transportation arrangements for company meetings, internal events, and other business activities.
• Monitor company driver claims, canteen operations, dispatch services, and other outsourced administrative services.
• Liaise with vendors and service providers to resolve operational issues and ensure timely follow-up.

5. Asset & Inventory Management

• Maintain proper records and control of office supplies, uniforms, safety shoes, cleaning equipment, and other administrative inventory.
• Monitor inventory levels and coordinate replenishment when required.
• Assist in the arrangement and management of office furniture, equipment, and other company assets.
• Coordinate the disposal, return, transfer, or replacement of obsolete, damaged, or unused company assets.
• Ensure proper documentation is maintained for asset disposal and related administrative transactions.

6. Administrative & Employee Support Services

• Coordinate administrative requirements for security, gardening, cleaning, and other facility support services.
• Manage incoming and outgoing mail, documents, courier services, and official correspondence.
• Arrange document deliveries, employee transportation, and other logistical requirements.
• Provide first-level administrative support for basic computer, printer, internet, and office equipment issues, and coordinate with the relevant IT personnel when required.
• Provide administrative support to the HR & Administration Department and assist with other duties or projects assigned by the Management.

Qualifications & Education

• Diploma or Degree in Business Administration, Office Management, Human Resource Management, Information Technology, or another relevant discipline.
• Fresh graduates are encouraged to apply.
• Candidates with 1–2 years of relevant experience in administration, HR, factory administration, or a manufacturing environment will have an added advantage.

Skills & Competencies

• Possess a valid driving licence and be willing to drive for work-related matters.
• Proficient in Microsoft Office applications, particularly Microsoft Excel, Word, and PowerPoint.
• Good communication and interpersonal skills, with the ability to communicate effectively with employees from different backgrounds and nationalities.
• Willing to handle foreign worker, hostel, welfare, and immigration-related matters.
• Strong organizational and time-management skills with good attention to detail.
• Able to work independently with minimum supervision and manage multiple tasks effectively.
• Good problem-solving and coordination skills.
• Candidates with an educational background or working knowledge in IT, Computer Systems, or related fields will be given priority.
• Willing to work in a structured Japanese manufacturing environment and collaborate with various departments.