Administration Executive

Sophic Automation; Seberang Perai; On-site; MYR 33,000 - 56,000; Full time

Job summary

Sophic Automation – Bukit Mertajam, Penang is seeking an HR Administrator to maintain employee records, manage HRMS data, and prepare HR letters. The role covers payroll coordination, recruitment administration, and general HR reporting, ensuring confidentiality and compliance with company policies.

Responsibilities include supporting onboarding, filing, audits, and coordination with internal departments to streamline HR processes.

Qualifications

• Maintain accurate employee records, personnel files, and HR documentation in both physical and electronic filing systems.

Responsibilities

• Update and maintain employee information in the 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.
• Assist payroll inputs and statutory documentation; coordinate with Payroll to ensure timely processing.

Job description

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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.