ADMIN OFFICER

Sophic Automation; Seberang Perai; On-site; MYR 36,000 - 60,000; Full time

Job summary

Sophic Automation in Bukit Mertajam, Penang, seeks an HR & Administration Coordinator to support Talent & Culture operations.

You will maintain employee records, handle payroll inputs, assist recruitment, prepare HR documents, and coordinate with internal departments to ensure timely reporting and confidentiality.

Qualifications

• Experience in HR administration and payroll processes.
• Ability to maintain accurate employee records and filing systems.
• Familiarity with HRMS and payroll software.

Responsibilities

• Maintain accurate employee records and HR documentation.
• Update employee information in HRMS for hires, transfers, promotions, and resignations.
• Prepare HR documents and generate organization charts and headcount reports.
• Support payroll inputs and coordinate with Payroll Exec for timely processing.
• Coordinate recruitment activities including scheduling interviews and maintaining trackers.
• Prepare interview documents, onboarding checklists, and related reports.
• Support confidentiality and handling of sensitive HR documents.

Skills

HR administration

Payroll processing

Recruitment coordination

Documentation & filing

HRMS

Tools

HRMS

Payroll software

MS Excel

Job description

Sophic Automation – Bukit Mertajam, Penang

• Maintain accurate employee records, personnel files, and HR documentation in both physical and electronic filing systems.
• Update and maintain employee information in the Human Resource Management System (HRMS), including new hires, confirmations, transfers, promotions, resignations, and other employee movements.
• Prepare HR-related documents including employment letters, confirmation letters, transfer letters, resignation acceptance letters, and other correspondence. Maintain organization charts, headcount reports, employee databases, and HR records.
• Ensure HR documentation is properly filed, updated, and readily available for audits and internal reference.
• Support HR compliance by ensuring documentation complies with company policies and statutory requirements.

2) Payroll Administration [PA]

• Assist in compiling monthly payroll inputs including attendance, overtime, leave records, allowances, claims, and employee movement information.
• Verify payroll supporting documents and coordinate with the Payroll Executive to ensure timely payroll processing.
• Assist in maintaining payroll records, statutory documentation, and employee payroll information.
• Support payroll-related administrative activities including employee enquiries, benefits administration, medical claims, insurance matters, and leave administration.
• Assist in preparing payroll reports and supporting documentation for statutory submissions and audits.

3) Recruitment Administration [RA]

• Coordinate interview scheduling and communicate interview arrangements with candidates and hiring managers.
• Maintain recruitment trackers, candidate databases, interview records, and recruitment reports.
• Prepare interview documents, assessment materials, offer documentation, and onboarding checklists.
• Support recruitment activities including career fairs, walk-in interviews, and employer branding events by handling administrative coordination.
• Assist with onboarding administration, including new hire documentation, employee file preparation, and orientation arrangements.

4) General Responsibilities, Reporting & Coordination

• Prepare weekly and monthly HR reports, manpower movement reports, and departmental administrative reports.
• Monitor probation confirmation timelines, contract expiry dates, and employee documentation status.
• Coordinate with internal departments and external service providers on HR administrative matters.
• Support HR projects, employee engagement activities, training administration, and departmental initiatives when required.
• Ensure confidentiality and proper handling of employee information and sensitive HR documents.
• Provide administrative support across all Talent & Culture functions as assigned.
• Perform any other duties assigned by the immediate superior in line with departmental objectives.