HR Operations and Admin Executive

Job Summary
The HR Operations and Admin Executive is responsible for monthly payroll, attendance and leave management, statutory compliance, employee records and day-to-day office administration. This role makes sure every employee is paid correctly and on time, and that HR records are always accurate and audit ready.

Key Responsibilities

Payroll and Statutory Compliance

• Prepare and process end-to-end monthly payroll, including overtime, allowances, commissions, deductions and final pay for resigned staff.
• Ensure payroll cut-off and payment dates are met each month.
• Calculate and submit statutory contributions and deductions for EPF (KWSP), SOCSO (PERKESO), EIS and PCB (MTD), and HRD Corp levy where applicable.
• Prepare annual statutory forms such as EA Forms, Borang E and CP8D, and ensure on-time submission to LHDN.
• Handle CP22 (new hire) and CP21/CP22A (cessation) notifications.
• Respond to employee payroll queries and resolve discrepancies promptly.

Attendance and Leave Management

• Monitor daily attendance and clock-in records for HQ and outlet staff, including shift-based promoters.
• Track lateness, absenteeism and overtime, and report issues to the COO and outlet managers.
• Manage leave applications, leave balances and medical leave records.
• Reconcile attendance and leave data before each payroll cut-off.

HR Records and Employee Administration

• Maintain complete and accurate personnel files and HR databases, including employee identification details.
• Prepare HR letters such as confirmation, salary adjustment, employment verification and resignation acknowledgement.
• Manage onboarding and offboarding administration, including documentation, access and company asset return.
• Administer employee benefits, insurance and medical claims.
• Ensure HR data is handled in line with PDPA.

Office Administration

• Manage office supplies, stationery and general office upkeep.
• Coordinate with vendors and service providers, and process related payments and claims.
• Handle staff claims, petty cash and related documentation.
• Support company events, meetings and other administrative tasks as assigned.

Policy and Compliance Support

• Ensure HR practices comply with the Employment Act 1955 and other relevant labour laws.
• Assist in implementing and updating HR policies, SOPs and forms.
• Prepare monthly HR reports such as headcount, turnover, overtime cost and attendance summaries.

Requirements

• Diploma or Degree in Human Resource Management, Business Administration, Accounting or a related field.
• At least 2 years of experience handling full-spectrum payroll and HR administration.
• Strong working knowledge of EPF, SOCSO, EIS, PCB and LHDN submissions.
• Familiar with the Employment Act 1955.
• Experience with payroll or HRIS software (e.g. SQL Payroll, Kakitangan, Timetec) is an advantage.
• Experience with shift-based or retail workforce attendance is an advantage.
• Highly detail-oriented, organised and able to handle confidential information with integrity.
• Good command of Bahasa Malaysia and English.
• Proficient in Microsoft Excel (formulas, pivot tables) and Google Workspace.