SENIOR ADMINISTRATION & HR EXECUTIVE

About the Role

We are seeking a highly organized and experienced Administration professional to take ownership of the Group’s corporate administration, licenses, permits, registrations, statutory renewals and related compliance tracking. This is an administration-first role. The successful candidate must be strong in deadline control, document management, follow-up with authorities and external parties, and maintaining complete records across multiple companies and locations. HR administration remains part of the position, including recruitment coordination, employee documentation and payroll inputs.

Key Responsibilities

1. Corporate Licenses, Permits & Renewal Control

·       Maintain a complete master register of all company licenses, permits, approvals, registrations, certificates, subscriptions and statutory renewals.

·       Track issue dates, expiry dates, renewal lead times, responsible authorities, required supporting documents, fees and renewal status.

·       Prepare and submit renewal applications early enough to avoid expiry, operational interruption, penalties or non-compliance.

·       Monitor renewal deadlines through a structured reminder system and provide advance alerts to management.

·       Follow up closely with government departments, local authorities, regulators, landlords, service providers and other external parties until approvals are completed.

·       Maintain soft-copy and hard-copy records of all valid licenses, permits, approvals, payment receipts, correspondence and renewal evidence.

·       Immediately escalate any risk of late renewal, rejection, missing documentation, change in requirement or license condition to management.

·       Update management regularly on upcoming expiries, pending applications and unresolved compliance matters.

2. Corporate & General Administration

·       Coordinate company administrative matters across the Group and maintain proper corporate records and filing systems.

·       Manage office and factory administrative requirements, service agreements, utilities, tenancy matters, insurance renewals and vendor documentation where assigned.

·       Coordinate company vehicle, asset, access, facility and other operational administrative records where applicable.

·       Prepare letters, forms, applications, supporting documents and official correspondence.

·       Maintain a central calendar for administrative deadlines, inspections, renewals, meetings and required submissions.

·       Liaise with company secretaries, consultants, authorities and other professional service providers on administrative matters.

·       Support management with ad hoc administrative projects and follow through until completion.

3. HR Operations & Employee Administration

·       Support recruitment activities including job postings, resume screening, candidate coordination and interview scheduling.

·       Prepare and maintain employee documentation including offer letters, appointment letters, confirmations, resignations and other HR correspondence.

·       Maintain employee records, leave, attendance, claims and personnel files.

·       Prepare and verify monthly payroll inputs such as attendance, leave, overtime, allowances, deductions, new joiners and resignations.

·       Coordinate statutory information and submissions with Finance or the appointed payroll provider.

·       Track probation, confirmation dates, contract expiry, resignations, exit clearance and other employee deadlines.

·       Support compliance with the Employment Act 1955 and applicable Malaysian employment requirements.

·       Assist with HRD Corp, training administration and HR policies/SOPs when required.

4. Monitoring, Reporting & Control

·       Prepare a monthly Administration & Compliance Status Report showing licences/permits due for renewal, applications in progress, completed renewals and outstanding issues.

·       Maintain a 30/60/90-day renewal forecast so management can see upcoming deadlines in advance.

·       Use Excel or other tracking tools to ensure no licence, permit or statutory requirement is missed.

·       Keep clear evidence of submission, approval, payment and validity for audit and management review.

·       Maintain strict confidentiality over company, employee, payroll and management information.

Essential / Must-Have Requirements

·       Minimum 5 years of hands-on Administration / Corporate Administration experience.

·       Proven experience handling company licenses, permits, registrations, renewals, government or local-authority submissions, or similar compliance-related administration.

·       Strong experience maintaining deadline trackers, renewal schedules and document-control systems.

·       Strong follow-up skills and ability to manage multiple due dates without close supervision.

·       Proficient in Microsoft Excel, Word, email and document filing/record-management tools.

·       Able to prepare clear formal correspondence and communicate confidently with authorities, vendors and internal stakeholders.

·       Practical HR administration experience, including employee documentation, recruitment coordination or payroll-input preparation.

·       High integrity, strong attention to detail and strict confidentiality.

·       Good command of written and spoken English and Bahasa Malaysia.

Preferred / Added Advantage

·       Experience in manufacturing, logistics, trading, renewable energy, oil & gas, chemical, industrial or multi-company environments.

·       Experience dealing with local councils, government agencies, regulators or industry authorities.

·       Experience building or maintaining a corporate licence/permit master register.

·       Experience with company-secretarial coordination, insurance renewals, tenancy, facilities or fleet administration.

·       Knowledge of Malaysian HR statutory requirements including EPF, SOCSO and EIS.

·       Experience with HRD Corp, recruitment portals or direct candidate sourcing.