HR & Administration Executive - Senior

Key Responsibilities

HR Operations and Employee Support

• Serve as the primary point of contact for employees regarding employment terms, benefits, leave, attendance, company policies, and general HR matters.

• Prepare and maintain accurate and confidential employee records, personnel files, HR databases and other HR documentation.

• Coordinate employee onboarding, orientation, confirmation, transfers, and offboarding.

• Monitor attendance, leave balances, working schedules, and Overtime and its calculations.

• Support employee relations matters and ensure concerns are handled professionally and confidentially.

Payroll and Statutory Administration

• Verify monthly payroll information, including attendance, leave, allowances, overtime, incentives, deductions, and employee changes.

• Support monthly statutory submissions and maintain the required records for EPF, SOCSO, EIS, PCB/MTD, and other applicable Malaysian requirements.

• Coordinate employee tax and payroll-related documentation, including EA Forms and other annual submissions.

• Ensure payroll and statutory records are complete, accurate, and submitted within the required timelines.

Onboarding

• Conduct HR onboarding sessions and ensure new employees receive the necessary documents, equipment, system access, and workplace information.

Office Administration

• Oversee the daily administrative needs of the Malaysia office.
• Coordinate with building management, vendors, maintenance providers, and other external parties.
• Monitor office supplies, equipment, access cards, and workplace facilities.
• Support laptop and equipment inventory records, procurement coordination, and asset handover.
• Assist with company events, employee activities, business travel arrangements, and other operational requirements.
• Ensure the office remains safe, functional, organized, and appropriately supported.

Policies and Compliance

• Support the implementation and communication of company policies, HR procedures, and employee handbook provisions.
• Monitor compliance with applicable Malaysian employment requirements and escalate potential issues to management or regional HR.
• Assist with internal audits and preparation of HR, payroll, statutory, and employment records.
• Keep informed of relevant employment and statutory updates affecting the company and its employees.

Requirements

• Diploma or bachelor’s degree in Human Resources, Business Administration, Management, or a related discipline.

• At least 4–6 years of relevant experience in a Human Resources Generalist role.

• Practical knowledge of Malaysian employment practices and statutory requirements, including EPF, SOCSO, EIS, and PCB/MTD.

• Good written and spoken English and Bahasa Malaysia.

• Comfortable working independently in an on-site role while coordinating with regional stakeholders.

• Exposure to Industrial Relations (IR) matters will be an added advantage.