Administration Executive

Responsible for administering employee fringe benefits and compensation that includes medical benefits, retirement benefits, loan and interest subsidy of car/house claims, etc. The role is also responsible for administering and processing employee resignations and providing support in the recruitment process for local and expatriate employees as per the Company’s guidelines and policy.

KEY RESPONSIBILITIES

• Process and administer employee fringe benefits (i.e. medical claims, retirement benefits, house and car interest subsidy claims, etc.)
• Support administration of the recruitment process by preparing and issuing employment letters and/or contracts of employment for new employees and/or consultants
• Prepare materials and provide induction briefing under the portfolio (i.e. employees’ benefits and administration) for new hires
• Monitor expiry and prepare renewal of the Fixed Term Employment Contract for both local and expatriates as per the Company’s guidelines, Employment Act, and Management’s approval
• Administer resignation records and data from various sources (i.e. resignation letters, HRIS systems, emails, etc.) to ensure employee resignations are handled in accordance with the Company’s guidelines and processes
• Prepare and issue acceptance resignation letters to the affected staff timely and ensure all details in the letter are accurate and concise
• Coordinate and liaise with relevant Government Bodies (i.e. Immigration, MIDA, SOCSO, etc.) on employment passes and visas for expatriates
• Communicate and provide tracking reports/notice on the employee’s expiry contract with the affected employees and relevant HODs within the agreed time frame set by the Company and/or as per the clause in the employment contract
• Communicate and attend to employees' queries on employee benefits, resignation processes, and updates
• Administer and ensure all important and relevant documents related to the portfolio are well recorded and maintained in either the employee’s personal file or department’s filing system
• Administer and ensure the latest employee information is updated
• Verify and update employee attendance and leave records in the HR system to ensure details of calculation of the employee’s resignation are accurate and updated
• Perform all other related duties as assigned by the Supervisor/HODs.
• Manage cash flow and cash budget for the company.
• Responsible for staff claims, commissions, and salaries.

POSITION/JOB SPECIFICATIONS

Skills & Knowledge Required:

• Good knowledge in employee benefits administration
• Strong knowledge in Statutory Acts (i.e. EPF, SOCSO, LHDN, etc.), Employment Act 1955, and other related HR Acts
• Good knowledge in using payroll systems and other related HR systems
• Strong knowledge and skills in MS Excel & data analysis

Experience:

• At least 1 year of overall experience in administering employee benefits
• Experience in dealing with immigration and employment pass applications would be an added advantage

Personal Requirements:

• Passionate about managing large data and analysis
• Able to multi-task and manage stress appropriately
• Meticulous with attention to detail and accuracy
• Result-oriented with excellent time management
• Good communication and interpersonal skills
• Able to handle complex and difficult situations thoughtfully and confidently
• Positive mindset, good attitude, and high compliance