HR & Admin Specialist

EMB LABS R&D SDN. BHD.; Kuala Lumpur; On-site; MYR 36,000 - 48,000; Full time

Job summary

A leading company in Kuala Lumpur is seeking an Administration Specialist to manage HR operations. The role involves coordinating recruitment, onboarding, performance management, and employee engagement initiatives. Ideal candidates will have a degree in Human Resources or Psychology, with 2-5 years of HR experience. Strong communication and organizational skills are essential for success in this dynamic environment.

Qualifications

• 2-5 years of experience in HR roles, preferably as a generalist.
• Strong understanding of local labour laws and HR policies.

Responsibilities

• Coordinate end-to-end recruitment activities.
• Maintain accurate and up-to-date employee records in the HRIS.
• Assist in exit management and transition processes.

Skills

Communication

Conflict Resolution

Organizational Skills

Attention to Detail

Proactivity

Education

Diploma or Bachelor's Degree in Human Resource

Bachelor's Degree in Psychology

Tools

HRIS systems

Microsoft Office Suite

Job description

Coordinate end-to-end recruitment activities (job postings, screening, interview arrangements, and offers).

Liaise with hiring managers to understand manpower needs and develop sourcing strategies and channels to ensure that there are ample supplies of suitable candidates to support the expansion and growth of the company.

Support new hire onboarding, orientation, and induction programmes to ensure smooth integration.

Track probation deadlines and regularly check in with the manager to ensure new employee is performing well and fitting in smoothly in their role.

Co-ordinate onboarding schedule together with the Line Manager.

Assist in HR matters such as maintaining forms, employment contracts, reports and any other HR work.

HR Operations

Maintain accurate and up-to-date employee records in the HRIS and personnel files.

Prepare HR-related letters and documentation (e.g. offer letters, confirmation, transfers, resignation).

Track and record employment changes (e.g., promotions, transfers, salary adjustments)

Assist in manpower budgeting, headcount targets, monthly payroll/benefits input and ensure timely updates to employee changes.

Handle work pass applications, renewals, and cancellations (if applicable).

Update employee listing and organization chart on a regular basis.

Compile monthly attendance report and leave report.

Identify and recommend efficiency improvements in HR processes.

Manage day-to-day HR operations and assist with ensuring sufficient office supplies.

Performance Management

Assist in the coordination of performance appraisal exercises.

Ensure that all KPI’s drafted by leaders make sense, are achievable and are in line with business objectives. Leaders will determine KPIs of their teams.

Main source of communication regarding performance management including reminders, tips etc.

Track and maintain records of appraisal submissions and outcomes.

Support managers in understanding performance management processes and timelines.

Learning & Development

Coordinate internal and external training programmes and maintain training records.

Assist department managers in identifying employee development needs and sourcing relevant learning opportunities.

Monitor training effectiveness and prepare post-training reports.

Ensure any compliance training is up-to-date and documented.

Promote L&D opportunities through internal channels.

Gather post-training feedback through surveys or forms.

Generate L&D reports (e.g., participation rates, cost per head).

Employee Retention, Engagement & Welfare Programmes

Support initiatives that promote a positive work environment and employee well-being.

Assist in planning and executing staff activities, recognition programmes, and HR communications such as presentations and other communications.

Act as a point of contact for employee queries, resolve grievances amicably and provide timely resolution or escalation to all relevant stakeholders and line managers

Maintain an up-to-date calendar of team events and development activities for timely planning, communication and execution.

Monitor employee retention and propose / conduct proactive activities and programmes to maintain a healthy level of retention, satisfaction and wellbeing of all employees.

Co-ordinate employee engagement surveys and help analyze results.

Track turnover trends, exit interview data, and retention metrics.

Keep track of participation in engagement and welfare programmes.

HR Policy & Compliance Support

Ensure HR practices are aligned with local employment laws and internal policies, as well as Global company policies.

Support audits, policy reviews, procedures and updates in the employee handbook and any other relevant policies.

Assist in HR reporting, surveys, and submissions to statutory boards where necessary.

Ensure all employees are treated with equality, fairly following systematic, transparent and timely processes and procedures aligned with the relevant laws and regulations of the local ministries and government.

Help communicate new or revised policies to employees clearly and on time.

Ensure confidentiality and security of sensitive employee data in compliance with data protection laws.

Offboarding Procedures

Assist in exit management, transition management, staff departure protocol and workforce transition process where applicable.

Coordinate with managers on handover plans.

Co-ordinate and conduct exit interviews.

Identify trends or improvements based on exit feedback.

Other Support

Assist in any other HR related tasks and support required by the team members and Company.

Qualifications:

Diploma or Bachelor's Degree in Human Resource or Psychology.

2-5 years of experience in HR roles, preferably as a generalist.

Strong understanding of local labour laws, HR policies, and best practices.

Excellent communication, listening, and conflict-resolution skills. Able to work collaboratively and adaptatively in a creative team and fast-paced environment.

Strong ability to prioritize and manage multiple tasks in a fast-paced environment. Organized, meticulous and work with attention to details.

Proactive in identifying and resolving HR-related issues effectively and amicably to maintain a positive workplace culture.

High level of discretion and ability to handle confidential and sensitive information.

Proficient in HRIS systems and Microsoft Office Suite (Word, Excel, PowerPoint).

Can work independently with minimal supervision.

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Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have in industrial relations & employment law? How many years' experience do you have in Human Resources (HR)? How many years' experience do you have in employee relations? How much notice are you required to give your current employer? How many years of recruitment experience do you have?

What can I earn as an Administration Specialist