Administration Manager

Yi Sheng Da Sdn. Bhd.; Kuala Lumpur; On-site; MYR 90,000 - 150,000; Full time

Benefits offered by this job

Annual Leave

Annual Bonus

Job summary

Yi Sheng Da Sdn. Bhd. in Malaysia is seeking an experienced HR & Administration Manager to establish, manage and continuously improve the company's HR and Administration functions in Malaysia.

You will handle statutory compliance, recruitment, onboarding, payroll support, HRIS/Lark workflows, and day-to-day office administration across Kuala Lumpur locations. The role requires hands-on HR generalist experience (4–5 years), practical knowledge of Malaysian employment practices, and the ability to

Qualifications

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field.
• Minimum 4–5 years of hands-on HR generalist / HR & Administration experience, preferably with experience independently managing an HR function.
• Practical knowledge of Malaysian employment practices and statutory requirements.
• Hands on experience with EPF, SOCSO/PERKESO, EIS, LHDN/PCB and employee statutory administration.
• Experience establishing HR policies, forms, SOPs and processes will be highly advantageous.
• Strong recruitment and employee administration experience.
• Comfortable working in a growing organisation where processes and systems are still being established.
• Experience with Lark, HRIS, workflow automation or similar workplace systems is an advantage.
• Good organisational skills with strong attention to detail and ability to manage multiple priorities.
• Able to communicate professionally with employees, management, government agencies and external vendors.
• Proficient in Microsoft Office / Google Workspace and digital documentation tools.
• Good command of English and Mandarin, both written and spoken, to communicate effectively with local and regional stakeholders.
• Able to work independently, take ownership of assignments and follow matters through to completion.

Responsibilities

• Establish and maintain the HR framework, policies, procedures, templates, and employee records.
• Develop and standardise HR processes covering recruitment, onboarding, attendance, leave, overtime, employee movement, disciplinary matters, resignation, clearance, and offboarding.
• Prepare and maintain employment-related documents including offer letters, contracts, and HR records.
• Develop and update the Employee Handbook, HR policies, SOPs, and internal guidelines for Malaysian requirements.
• Maintain confidential personnel records in physical and digital form.
• Support management on HR operational matters and employee-related issues.
• Set up and maintain employer accounts and statutory registrations with relevant authorities.
• Manage statutory administration related to EPF, SOCSO/PERKESO, EIS, LHDN/PCB and other bodies.
• Ensure accurate processing of hires, resignations and submissions within timelines.
• Coordinate with external payroll providers and government agencies as required.
• Recruitment: manage full cycle from requisition to onboarding; post vacancies; screen and coordinate interviews; offers and joining arrangements.
• Coordinate onboarding, attendance, leave, payroll supporting information, and employee movements.
• Set up and maintain Lark HR workflows and electronic approvals.
• Oversee office administration, procurement, and multi-location HR support.
• Provide HR and admin support across Kuala Lumpur locations.

Skills

HR generalist

Recruitment

HR policies

HRIS / Lark

MS Office / Google Workspace

Mandarin fluency

Independence

Education

Diploma or Bachelor's in HR / Business Admin

Tools

Lark

HRIS

Workflow automation

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 Resources, Business Administration, Management or a related field.

Minimum 4–5 years of hands-on HR generalist / HR & Administration experience, preferably with experience independently managing an HR function.

Practical knowledge of Malaysian employment practices and statutory requirements.

Hands on experience with EPF, SOCSO/PERKESO, EIS, LHDN/PCB and employee statutory administration.

Experience establishing HR policies, forms, SOPs and processes will be highly advantageous.

Strong recruitment and employee administration experience.

Comfortable working in a growing organisation where processes and systems are still being established.

Experience with Lark, HRIS, workflow automation or similar workplace systems is an advantage.

Good organisational skills with strong attention to detail and ability to manage multiple priorities.

Able to communicate professionally with employees, management, government agencies and external vendors.

Proficient in Microsoft Office / Google Workspace and digital documentation tools.

Good command of English and Mandarin, both written and spoken, to communicate effectively with local and regional stakeholders.

Able to work independently, take ownership of assignments and follow matters through to completion.

Preferred Candidate Profile

We are looking for someone who is not limited to maintaining existing HR processes, but is comfortable setting up and improving an HR & Administration function from the ground up.

The successful candidate should be practical, organised and execution ocused, with the ability to move between HR compliance, recruitment, documentation, system setup and day to day office administration as business needs evolve.

Requirements

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field.
• Minimum 4–5 years of hands-on HR generalist / HR & Administration experience, preferably with experience independently managing an HR function.
• Practical knowledge of Malaysian employment practices and statutory requirements.
• Hands on experience with EPF, SOCSO/PERKESO, EIS, LHDN/PCB and employee statutory administration.
• Experience establishing HR policies, forms, SOPs and processes will be highly advantageous.
• Strong recruitment and employee administration experience.
• Comfortable working in a growing organisation where processes and systems are still being established.
• Experience with Lark, HRIS, workflow automation or similar workplace systems is an advantage.
• Good organisational skills with strong attention to detail and ability to manage multiple priorities.
• Able to communicate professionally with employees, management, government agencies and external vendors.
• Proficient in Microsoft Office / Google Workspace and digital documentation tools.
• Good command of English and Mandarin, both written and spoken, to communicate effectively with local and regional stakeholders.
• Able to work independently, take ownership of assignments and follow matters through to completion.

Preferred Candidate Profile

We are looking for someone who is not limited to maintaining existing HR processes, but is comfortable setting up and improving an HR & Administration function from the ground up.

The successful candidate should be practical, organised and execution ocused, with the ability to move between HR compliance, recruitment, documentation, system setup and day to day office administration as business needs evolve.

Responsibility

We are looking for a hands-on and resourceful HR & Administration Manager to establish, manage, and continuously improve the company's Human Resources and Administration functions in Malaysia.

This role is suitable for an experienced HR generalist who is comfortable building HR processes and systems from the ground up, handling Malaysian statutory requirements, recruitment, employee administration, HR documentation, Lark workflow implementation, and day to day office administration.

The role will also support administrative requirements across the company's office locations in Kuala Lumpur, including procurement of pantry supplies, stationery, office equipment, and coordination with external vendors.

Key Responsibilities

1. HR Department Setup & HR Operations

• Establish and maintain the company's HR framework, policies, procedures, templates, forms, filing structure, and employee records.
• Develop and standardise HR processes covering recruitment, onboarding, confirmation, attendance, leave, overtime, employee movement, disciplinary matters, resignation, clearance, and offboarding.
• Prepare and maintain employment-related documents including offer letters, employment contracts, confirmation letters, warning letters, employee notices, acknowledgement forms, and HR records.
• Develop and update the Employee Handbook, HR policies, SOPs, and internal guidelines in accordance with Malaysian employment requirements.
• Maintain accurate and confidential personnel records, both physical and digital.
• Support management on HR operational matters and employee-related issues.

2. Statutory Registration & Compliance

• Set up and maintain the company's employer accounts and statutory registrations with relevant Malaysian authorities.
• Manage statutory administration relating to EPF/KWSP, SOCSO/PERKESO, EIS, LHDN/PCB and other applicable statutory bodies.
• Ensure new hires, resignations, employee information and statutory submissions are processed accurately and within the required timelines.
• Maintain statutory records, supporting documents and submission trackers.
• Monitor changes to Malaysian employment legislation and statutory requirements and update internal HR practices accordingly.
• Coordinate with external payroll providers, accountants, government agencies or other professional service providers where required.

3. Recruitment & Manpower Coordination

• Manage the full recruitment cycle from manpower request through to successful onboarding.
• Work with hiring managers to understand manpower requirements and prepare job descriptions.
• Post vacancies through suitable recruitment channels such as JobStreet, Indeed, LinkedIn and other platforms.
• Screen applications, conduct initial interviews, coordinate interviews with hiring managers, and manage candidate communications.
• Conduct reference or background checks where required.
• Prepare employment offers and coordinate joining arrangements.
• Maintain recruitment trackers and provide regular hiring status updates.
• Develop and continuously improve recruitment workflows and documentation.

4. Employee Onboarding, Attendance & HR Administration

• Coordinate employee onboarding, including documentation, workstation requirements, company assets, system access and orientation.
• Maintain employee attendance, leave, medical leave, unpaid leave, overtime and related records.
• Prepare monthly attendance and payroll supporting information for payroll processing.
• Coordinate employee confirmation, salary adjustments, transfers and other employee movements.
• Manage employee resignation, clearance, asset return and offboarding documentation.
• Maintain staff directories, organisational information and HR-related trackers.

5. Lark HR & Approval Workflow Setup

• Set up and maintain HR and Administration approval workflows within Lark.
• Develop electronic approval processes for areas such as:
• Recruitment / Manpower Requisition
• Leave Application
• Overtime Application
• Business Travel
• Employee Transfer / Salary Adjustment
• Expense Reimbursement
• Petty Cash Application
• Administrative Procurement
• Office Supplies Issuance
• Company Asset / Equipment Issuance
• Resignation and Employee Handover
• Maintain HR forms, approval structures, document filing and employee information within the company's digital working environment.
• Identify opportunities to simplify and automate administrative processes.

6. Office Administration & Procurement

• Oversee daily office administration and ensure smooth office operations.
• Manage procurement of stationery, pantry supplies, drinking water, refreshments, office consumables and other administrative items.
• Source suppliers, obtain quotations, conduct price comparisons and coordinate purchase approvals.
• Arrange orders, delivery schedules and supplier payments together with the relevant internal departments.
• Maintain office supply inventory and replenishment records.
• Coordinate office equipment, furniture, company assets and general administrative requirements.
• Manage relationships with external vendors including cleaners, maintenance providers, office suppliers and other service providers.
• Maintain administrative purchase, inventory and asset records.

7. Multi Location Office Support

• Provide HR and administrative support to the company's other Kuala Lumpur office/location, including locations within the KLCC vicinity.
• Coordinate pantry and office supply procurement for the respective locations.
• Arrange deliveries and replenishment of office consumables.
• Liaise with employees and vendors regarding office operational requirements.
• Ensure administrative standards and records are maintained consistently across locations.

8. General HR & Administrative Support

• Handle employee enquiries relating to HR policies, benefits, attendance and administrative matters.
• Assist with company events, employee activities and internal arrangements when required.
• Coordinate office maintenance, cleaning services and other facilities related matters.
• Prepare HR and Administration reports, trackers and documentation for management.
• Carry out other HR and administrative duties reasonably required to support company operations.

Benefits

• Annual Leave
• Annual Bonus