Human Resource & Administration Senior Executive/Executive

Human Resource & Administration Senior Executive/Executive

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Job Description

• Coordinate staff training programmes, including registration, logistics, and timely HRDF claim submissions.
• Maintain records of training activities, including tracking annual training budget utilisation.

• Manage end-to-end recruitment upon HOD request, from job advertisement to offer letter issuance.
• Coordinate onboarding processes, including workstation setup and internal communications with Admin and IT.
• Prepare announcements for new hires, and support onboarding engagement.

• Coordinate performance reviews and year-end appraisals.
• Assist HOD on KPI development and alignment processes.
• Assist in planning and implementing staff engagement activities, including the annual employee survey.

• Handle resignation processes as per company policy, including documentation and final settlements.
• Prepare and issue employment documents (e.g. confirmation letters, undertaking letters, employment verifications).
• Arrange and update insurance coverage for new staff or changes in family status.

• Liaise with payroll vendor to ensure timely, accurate payroll processing.
• Review payroll reports and upload payment files to the bank system.
• Process and update contributions to statutory bodies (e.g. EPF, SOCSO, LHDN, HRDF, YaPEIM, ASB, TH, PPZ).
• Prepare and distribute EA forms for staff tax filing.

• Issue internal communications on HR matters including new hires, staff milestones (e.g. childbirth, bereavement), and company updates.

• Verify supplier invoices and process relevant procurement documentation (PR, PO).
• Conduct annual vendor reviews for routine supplies and services (e.g. stationery, pantry).
• Ensure compliance with SOPs for routine and non-routine purchases.

• Supervise administrative support including facilities management, office upkeep, and maintenance schedules.
• Monitor office assets and coordinate preventive maintenance.
• As a liaison person with the landlord / building management and communicate any notices or disruptions to staff.
• Ensure workstations are prepared ahead of new staff joining.

• Assist in coordination on internal Safety & Health Committee.

• Support daily HR and Administration operations and handle ad-hoc tasks as assigned by the superior.

Required Skills

• Strong understanding of HR practices, Malaysian labor laws, and employee rights.
• Familiarity with payroll coordination, HR software, and statutory contributions (e.g. EPF, SOCSO, HRDF).
• Ability to handle employee relations and manage the full employee life cycle (recruitment to exit).

• Excellent organizational and multitasking abilities.
• Good communication skills (both written and verbal).
• Proficiency in office software (e.g. Microsoft Office, Microsoft Teams).
• Experience in office administration, procurement processes, and facilities coordination.
• Ability to prioritize tasks, manage time efficiently, and follow through on routine and non-routine tasks.

• High attention to detail and accuracy in documentation and coordination tasks.
• Strong interpersonal and communication skills across all levels.
• Ability to handle sensitive information with discretion and professionalism.
• Proactive, adaptable, and capable of working independently in a dynamic environment.
• Willingness to learn, take initiative, and grow within the role and organisation.

Other Requirements:

• Experience in HR and administrative roles (10 years).
• Diploma/Certificate in Human Resources, Business Administration, or related fields. STPM is also considered.
• Experience with any HR software.
• Experience with payroll management.
• Familiarity with performance management systems and employee engagement tools.