Senior HR & Admin Executive

We are seeking a highly organized and proactive HR & Admin Executive to serve as a key "anchor" for our growing team. In this role, you will manage our human resources functions and oversee general office operations, ensuring that both our people and our physical workspace are managed to a high standard of excellence and operational integrity.

Key Responsibilities

1. Human Resources Operations

• Payroll & Statutory Compliance: Manage end-to-end monthly payroll processing, including accurate and timely filings for EPF, SOCSO, EIS, and PCB with a strict target of zero late-payment penalties or interest charges.
• Talent Lifecycle: Lead the recruitment process, including job postings, interview coordination, and the professional issuance of offer letters or disciplinary documents (e.g., warning letters).
• Employee Records: Maintain comprehensive digital and physical employee files, including leave tracking, medical claims, and vaccination records.
• Managing Interviews and Onboarding Process: Manage interviews with potential candidates and conduct onboarding process with new joiners.

2. Office Operations & General Affairs

• Facility Management: Oversee the cleanliness and professional environment of the office and meeting rooms, coordinating with cleaning services to maintain a high-standard workspace.
• Pantry & Supplies: Manage inventory for the pantry (coffee, snacks, water) and office stationery, ensuring supplies are proactively replenished.
• Asset Management: Maintain a 100% accurate company asset register; ensure all equipment (laptops, phones) is documented and signed for via equipment accountability forms before issuance.
• Administrative Continuity: Monitor and process renewals for corporate insurance, vehicle road tax, and business licenses to ensure zero lapses in coverage.

3. People Management & Culture Building

• Culture Advocacy: Act as the primary champion of the company’s core values and PECS standards, ensuring all team members understand expectations for Performance, Conduct, and Professionalism.
• Employee Engagement: Design and execute a monthly engagement calendar, including team-building activities, festive celebrations, and "Townhall" support to boost staff morale.
• Performance Management Support: Facilitate annual and quarterly appraisal cycles by ensuring all Department Managers complete their Project Evaluation Forms accurately and on time.
• Conflict Resolution: Act as the first point of contact for employee grievances, providing neutral mediation to ensure a harmonious working environment.
• Internal Communication: Manage company-wide announcements regarding policies, milestones, and organizational changes to ensure transparency.

4. Organizational Support & Integrity

• Handover Excellence: Maintain an organized "Handover Bible" of procedures and records to ensure seamless transitions and business continuity.
• Project Support: Assist in monitoring shared project timelines (e.g., ISO, Halal certifications) and gathering necessary documentation for compliance.

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Requirements

• Experience: 4–7 years of hands-on experience in HR and Office Administration, preferably within an SME environment.
• Knowledge: Strong proficiency in the Malaysian Employment Act and statutory requirements (LHDN, KWSP, PERKESO).
• Soft Skills: A proactive "self-starter" with high emotional intelligence; able to balance empathy with the firmness required to maintain company discipline.
• Attributes: Exceptional attention to detail and a high level of discretion in handling confidential personnel and financial data.

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