Admin Executive

Private Advertiser; Sandakan; On-site; MYR 42,000 - 56,000; Full time

Job summary

Sinarud Sdn Bhd in Sabah is seeking an Admin Executive to provide effective administrative, HR and basic bookkeeping support across the company and its related entities. The role covers maintaining personnel records, coordinating HR matters, and ensuring accurate accounting records.

You will manage attendance, payroll data, EPF/SOCSO/EIS, onboarding and offboarding, record keeping, file control and general office administration, while upholding strict confidentiality and compliance with

Qualifications

• Diploma or degree in Business Administration, Human Resources, Accounting or a related discipline.
• Preferably 2–4 years of relevant administrative experience with exposure to HR administration and basic bookkeeping.
• Familiarity with Sabah Labour Ordinance and Malaysian employment requirements is advantageous.
• Experience in construction or contractor environments is an asset.

Responsibilities

• Maintain complete and up-to-date employee personnel files and HR documentation.
• Prepare employment-related documents including letters of appointment, confirmation, increments and other HR correspondence.
• Assist with payroll preparation by compiling attendance, overtime, deductions and other payroll data.
• Handle EPF, SOCSO, EIS, PCB records and other statutory requirements.
• Coordinate onboarding/offboarding and collection/return of company property and documentation.
• Assist recruitment administration including job postings, interview arrangements and documentation.
• Monitor probation periods, contract expiry dates, work permits and HR deadlines.
• Maintain confidentiality of salary, employee and company information.
• Perform basic bookkeeping and record-keeping for Sinarud Sdn Bhd and related companies.

Skills

HR administration

Payroll processing

Record keeping

Education

Diploma/Degree in Business Administration, HR or Accounting

Tools

Accounting software

Microsoft Excel

Microsoft Word

Job description

Job Summary

To provide effective administrative, human resource and basic bookkeeping support to Sinarud Sdn Bhd and its related companies. The position is responsible for maintaining proper company and employee records, coordinating day-to-day HR matters, handling general office administration, and ensuring basic accounting records and supporting documents are properly maintained and updated.

Key Responsibilities

Maintain complete and up-to-date employee personnel files, employment records and HR documentation.

Prepare employment-related documents including letters of appointment, confirmation, increment, transfer, warning, show-cause and other HR correspondence as instructed by Management.

Maintain and monitor employee attendance, leave, medical leave, lateness, absenteeism and other attendance records.

Assist with monthly payroll preparation by compiling attendance, overtime, allowances, deductions, unpaid leave and other payroll information.

Handle and maintain records relating to EPF, SOCSO, EIS, PCB and other statutory employment requirements.

Coordinate employee onboarding and offboarding, including collection and return of company property and required documentation.

Assist with recruitment administration, including job advertisements, interview arrangements and candidate documentation.

Monitor probation periods, employment/contract expiry dates, work permits where applicable, and other HR deadlines.

Assist Management with employee disciplinary documentation and maintain proper confidential records.

Assist in implementing and maintaining company HR policies, procedures and employee records in accordance with applicable Malaysian employment requirements, including the Sabah Labour Ordinance where applicable.

Attend to routine employee HR enquiries and refer matters requiring management decisions to the appropriate superior.

Maintain strict confidentiality of salary, employee, disciplinary and management information.

B. General Administration

Handle day-to-day office administration and ensure smooth operation of the office.

Maintain systematic physical and electronic filing of company documents, correspondence, agreements, licences and records.

Prepare letters, memos, forms, reports, meeting documents and general business correspondence.

Monitor renewal and expiry dates for company licences, registrations, insurance, road tax, tenancy, permits and other recurring administrative requirements.

Maintain records of company vehicles, office equipment, assets, keys, access cards and other company property where applicable.

Coordinate office supplies, stationery, utilities, couriers, service providers and general office maintenance.

Liaise with government departments, banks, company secretary, suppliers and other external parties for administrative matters.

Provide administrative support to project/site teams and Management when required.

Maintain proper document control and ensure important documents can be readily retrieved.

Perform other reasonable administrative duties assigned by Management from time to time.

Perform basic bookkeeping and maintain transaction records for Sinarud Sdn Bhd and assigned related companies.

Record and organise sales invoices, purchase invoices, receipts, payments and other basic accounting documents.

Maintain proper records of petty cash and staff claims.

Prepare payment vouchers and compile supporting documents for payments.

Maintain supplier and subcontractor invoices and payment records.

Assist in monitoring Accounts Payable and Accounts Receivable and follow up on outstanding documents or payments as instructed.

Assist with bank reconciliation and basic transaction checking.

Maintain proper accounting files and supporting documents for submission to the company's accountant, auditor and tax agent.

Assist in compiling documents required for monthly/year-end accounts, audit, taxation and SST matters.

Ensure transactions and documents for the different companies are properly identified and recorded under the correct company.

Perform basic accounting data entry using the company's accounting system where required.

Scope & Authority

This position is responsible for HR administration and coordination, but major employment decisions including recruitment approval, salary adjustment, promotion, disciplinary punishment and termination remain subject to Management's approval.

The bookkeeping responsibility is primarily record keeping and accounts support. Preparation or approval of final financial statements, tax computations and other professional accounting matters will remain with the Company's accountant, external accountant, auditor or tax agent, as applicable.

Job Requirements

Diploma or Degree in Business Administration, Human Resources, Accounting or a related discipline.

Preferably 2–4 years of relevant administrative experience, with exposure to HR administration and basic bookkeeping.

Experience working in a construction or contractor environment is an advantage.

Familiar with Microsoft Word and Excel.

Basic knowledge of accounting software is an advantage.

Familiarity with payroll, EPF, SOCSO, EIS and PCB administration.

Basic understanding of Malaysian employment requirements and the Sabah Labour Ordinance is an advantage.

Able to handle multiple companies and maintain clear separation of their respective records.

Good written and spoken English and Bahasa Malaysia.

Able to work independently and follow up on matters without constant supervision.

Organised, systematic and attentive to deadlines.

High level of integrity and confidentiality, particularly when handling payroll, personnel and company financial information.

Key Performance Expectations

The Admin Executive will be expected to maintain accurate and organised company and employee records; ensure HR, licence, contract and administrative deadlines are properly monitored; provide accurate information for payroll processing; maintain timely and complete basic bookkeeping records; ensure supporting documents are properly filed for accounts and audit purposes; and provide responsive administrative support to Management and project operations.