Admin Executive

Yan Sheung (Malaysia) Sdn Bhd; Johor Bahru; On-site; MYR 60,000 - 86,000; Full time

Benefits offered by this job

Annual Leave

Medical and Hospitalisation Leave

EPF

SOCSO

EIS

Job summary

Jora Malaysia is seeking an experienced HR & Administration professional to manage recruitment, payroll and general administration in a manufacturing environment. You should have a Diploma or Bachelor's in HRM, Business Admin, Management, or a related field, with 2–3 years of HR/Administration experience.

Proficiency in English and Bahasa Malaysia is required; Mandarin is a plus. This role covers full HR lifecycle, compliance, foreign worker administration, and liaison with HQ HR; manufacturing

Qualifications

• Education in HRM/Business Administration or related discipline as required.
• 2–3 years of experience in HR and Administration.
• Payroll administration experience is required.
• Manufacturing or food manufacturing experience is preferred.
• English and Bahasa Malaysia proficiency; Mandarin is a plus.

Responsibilities

• Execute the full recruitment cycle: requisition, posting, sourcing, interviews, reference checks, offers, onboarding.
• Prepare and maintain HR documents and records.
• Coordinate onboarding programs for new employees.
• Handle end-to-end payroll processes with accuracy and timeliness.
• Manage HR administration: contracts, promotions, transfers and disciplinary actions.
• Coordinate training programs and employee development.
• Oversee foreign worker administration: permits, visas, welfare and compliance.
• Administer daily office operations and facilities coordination.
• Support performance management, inquiries, and HR communications.
• Ensure compliance with Malaysian employment laws and audits.

Skills

Recruitment

Payroll

HR Administration

Employee Relations

Compliance

English & BM

Education

Diploma or Bachelor's Degree in HRM/BA/Management

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Management, or a related discipline.

Experience:

1. Minimum 2–3 years of experience in Human Resources and Administration.

2. Experience in payroll administration is required.

3. Manufacturing industry experience is preferred.

4. Food manufacturing industry experience is an added advantage.

Language:

Good command of English and Bahasa Malaysia (written and spoken).

Mandarin is an added advantage to communicate effectively with Mandarin-speaking employees and stakeholders.

Requirement

Education:

Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Management, or a related discipline.

Experience:

1. Minimum 2–3 years of experience in Human Resources and Administration.

2. Experience in payroll administration is required.

3. Manufacturing industry experience is preferred.

4. Food manufacturing industry experience is an added advantage.

Language:

• Good command of English and Bahasa Malaysia (written and spoken).
• Mandarin is an added advantage to communicate effectively with Mandarin-speaking employees and stakeholders.

Responsibility

A. Recruitment & Talent Acquisition

• Execute the full recruitment cycle, including manpower requisition, job advertisement, candidate sourcing, interview coordination, selection, reference checking, job offer preparation, onboarding, and orientation.
• Prepare and maintain recruitment documentation and records.
• Coordinate onboarding programmes to ensure smooth integration of new employees.

B. Human Resources Administration

• Prepare and maintain employment-related documents, including employment contracts, confirmation, promotion, transfer, salary adjustment, disciplinary actions, resignation, and other HR correspondence.
• Maintain employee personal files and HR records accurately.
• Administer probation confirmation, contract renewal, and employee movements.
• Handle employee enquiries and provide HR administrative support.
• Coordinate employee engagement and welfare activities.
• Support performance management and appraisal administration.

C. Payroll Administration

• Take full responsibility for the end-to-end monthly payroll preparation process, ensuring all payroll data is accurate, complete, and submitted within the required timeline.
• Collect, verify, and maintain payroll information, including attendance, overtime, leave, public holidays, allowances, deductions, incentives, claims, and other payroll-related data.
• Review and validate payroll records to ensure compliance with Company policies and statutory requirements before submission.
• Prepare monthly payroll input files, reports, and supporting documents for submission to Headquarters (HQ) HR for payroll processing.
• Liaise with HQ HR to resolve payroll discrepancies, employee enquiries, and payroll-related matters.
• Coordinate and verify statutory payroll information, including EPF, SOCSO, EIS, PCB, HRDC and other mandatory contributions where applicable.
• Maintain accurate payroll records and ensure strict confidentiality of payroll and employee information.
• Continuously improve payroll processes to enhance accuracy, efficiency, and compliance.

D. Training & Employee Development

• Coordinate internal and external training programmes.
• Maintain training matrices, competency records, and training documentation.
• Monitor mandatory training requirements and training effectiveness.

E. Foreign Worker / Expatriate Administration

• Coordinate with foreign worker agencies to ensure timely manpower deployment to support Production, Warehouse, and Maintenance operations.
• Manage the administration of foreign workers and expatriates, including work permit and visa applications/renewals, passport validity, hostel arrangements, and employee welfare.
• Liaise with relevant government authorities, statutory bodies, embassies, and appointed agencies to ensure full compliance with Malaysian immigration and labour regulations.
• Maintain accurate records and documentation related to foreign workers and expatriates, ensuring all permits, licenses, and statutory requirements remain valid.
• Support onboarding, orientation, and administrative matters for newly arrived foreign workers and expatriates.

F. Administration

• Manage daily office administration and ensure smooth administrative operations.
• To leading and ensure Admin Assistant to complete admin tasks as coordinate office facilities, stationery, uniforms, lockers, company assets, office equipment, Daily Attendance Checking and administrative purchases.
• Arrange meeting rooms, refreshments, transportation, accommodation, and logistics for meetings and business activities.
• Receive and coordinate visits of Headquarters (HQ) assigned personnel, including arranging accommodation, transportation, workstations, meeting schedules, and providing administrative support throughout their assignment.
• Act as the administrative liaison between HQ and local departments to facilitate effective communication and coordination.
• Coordinate visitor registration and ensure compliance with visitor management and security procedures.
• Maintain Company licences, permits, administrative records, and controlled documents.

G. Employee Relations

• Foster positive employee relations and effective communication.
• Support disciplinary processes, domestic inquiries, grievance handling, counselling, and employee engagement initiatives in accordance with Company policies and Malaysian labour legislation.

H. Compliance & Audit

• Ensure HR and Administration practices comply with Malaysian employment laws and statutory requirements.
• Support internal and external audits, including customer, certification, regulatory, and social compliance audits.
• Maintain HR documentation and records required for audit purposes.
• Ensure compliance with Company policies, SOPs, and document control requirements.

I. Compliance Responsibilities

• Comply with the Company's Management Systems, including Food Safety, Quality, Environmental, Occupational Safety & Health (OSH), EHS, Social Compliance, and Supply Chain Security requirements.
• Support compliance with SMETA and SCAN standards, including employee welfare, ethical employment practices, labour standards, and security requirements.
• Ensure HR and Administration activities comply with company policies, labour laws, and relevant regulations.
• Cooperate during internal, customer, certification, and regulatory audits.
• Report any suspected non-compliance, unethical conduct, or security concerns to Management.
• Attend mandatory training and participate in continuous improvement activities.

J. Other Duties

• Coordinate with external IT service providers to troubleshoot and resolve hardware, software, network, and system-related issues.
• Coordinate with CCTV, access control, and biometric (fingerprint) system vendors to ensure all security and attendance systems are functioning effectively and properly maintained.
• Assist in coordinating office facilities, equipment maintenance, and general administrative support as required.
• Support Management in special projects, company initiatives, and cross-functional assignments.
• Perform any other duties and responsibilities as assigned by Management from time to time in accordance with business and operational requirements.

Benefits

• Annual Leave
• Medical and Hospitalisation Leave
• EPF
• SOCSO
• EIS