HR & Admin Officer

About the role

A well-established Taiwanese company setting up a new manufacturing plant in Kulai, Johor, is seeking a proactive and hands-on HR Officer to support the plant’s establishment and operational readiness.

The role covers recruitment, onboarding, HR administration, payroll coordination, employee relations, general affairs, facilities coordination and foreign-worker administration.

 The successful candidate should be resourceful, organized and comfortable working in a fast-paced greenfield environment where new HR processes, systems and workforce structures are being established

Key responsibilities

• Key Responsibilities

  Greenfield Setup and Recruitment

  • Support workforce planning and headcount ramp-up according to the plant’s operational schedule.
  • Manage recruitment activities, including job advertisements, candidate screening, interview coordination, employment offers and pre-employment checks.
  • Coordinate the onboarding of direct labour, technicians, engineers and support employees.
  • Prepare employment documentation, personnel files, induction materials and employee records.
  • Liaise with recruitment agencies, educational institutions and government bodies when required.
  • Monitor recruitment progress and prepare regular hiring-status reports.
  • Coordinate employee access cards, uniforms, lockers, transportation, accommodation and other workforce-readiness requirements.
  • Work closely with Operations, Facilities, EHS, IT, Finance and other departments to support the plant’s operational readiness.

  HR Operations and Payroll Support

  • Maintain accurate employee records in the HR information system.
  • Administer attendance, leave, overtime, shift schedules and employee movements.
  • Prepare and verify monthly payroll inputs, including allowances, overtime, deductions and unpaid leave.
  • Prepare employment, confirmation, transfer and other HR-related letters.
  • Respond to employee enquiries concerning HR policies, benefits, attendance and payroll matters.
  • Support the implementation of HR policies, procedures, forms and workflows.

  Employee Relations and Compliance

  • Support employee engagement, communication and welfare activities.
  • Assist in managing employee grievances, counselling, disciplinary matters and workplace investigations.
  • Ensure compliance with applicable Malaysian employment legislation and statutory requirements.
  • Coordinate statutory registrations and submissions involving EPF, SOCSO, EIS, LHDN and HRD Corp.
  • Support customer, labour, RBA, ISO and internal audits by maintaining complete and accurate HR documentation.
  • Assist with foreign-worker administration, including Work Permit matters, FOMEMA medical examinations, accommodation and regulatory compliance.

  Administration and General Affairs

  • Support day-to-day administrative and general affairs activities to ensure smooth office and plant operations.
  • Procure office supplies and equipment and maintain accurate inventory records.
  • Monitor administrative expenses and assist with departmental budget preparation and tracking.
  • Establish administrative procedures and workplace support arrangements for the new plant.

  Facilities and Vendor Coordination

  • Oversee office facilities, maintenance, workplace cleanliness and general site services.
  • Coordinate with vendors, service providers and contractors for cleaning, pest control, employee transportation, canteen operations and other services.
  • Monitor vendor performance, service agreements, invoices and billing accuracy.
  • Follow up on maintenance issues and ensure the timely completion of required actions.

  Meetings, Events and Travel Support

  • Coordinate meeting arrangements, including venue setup, refreshments, equipment and other logistical requirements.
  • Assist in organizing company events, employee engagement activities, official visits and corporate functions.
  • Coordinate business travel arrangements, including flights, accommodation and ground transportation.
  • Arrange transportation for foreign-worker matters, including FOMEMA medical examinations, Work Permit renewals, new hires and departing employees.
  • Liaise with clinics, transport providers, external agencies and internal departments to ensure timely arrangements.

  HR Reporting and Process Improvement

  • Prepare HR reports covering headcount, recruitment, turnover, absenteeism, overtime and other workforce indicators.
  • Identify operational gaps and recommend improvements to HR processes and controls.
  • Perform other HR and administrative duties required during the plant setup and operational ramp-up.

  Requirements

  • Bachelor’s degree in Human Resources, Business Administration, Management or a related discipline.
  • At least two years of HR generalist, HR operations or administrative experience, preferably in a manufacturing environment.
  • Experience supporting a new plant, business expansion or large-scale workforce ramp-up would be an advantage.
  • Working knowledge of Malaysian employment legislation and statutory requirements.
  • Experience in recruitment, payroll preparation, attendance administration and employee relations.
  • Experience handling foreign-worker administration and FOMEMA matters would be an advantage.
  • Proficient in Microsoft Office; experience using FlexHR HRMS or a similar HR management system would be an added advantage.
  • Good written and verbal communication skills are required.
  • Willing to work at the plant and provide additional support during critical setup and ramp-up periods.