Executive Assistant Human Resources

Crazz Group Plt; Subang Jaya; On-site; MYR 39,000 - 57,000; Full time

Job summary

Jora Malaysia is seeking an HR Assistant Executive to support daily HR operations, including recruitment, onboarding, records management, payroll coordination, attendance, and compliance with statutory requirements.

The role involves assisting in full recruitment, coordinating onboarding, maintaining records, monitoring attendance and leaves, and supporting payroll preparation and HR-related submissions. You will also prepare HR letters and handle inquiries with discretion.

Qualifications

• Diploma/Advanced Diploma or Degree in HRM, Business Administration, Psychology or related field.
• 1-3 years of HR or HR admin experience preferred, payroll/recruitment exposure advantageous.
• Basic knowledge of Malaysian employment practices and statutory requirements.
• Experience with HRIS, payroll systems, attendance systems, and MS Office.
• Proficient in English and Bahasa Malaysia; Mandarin is a plus for vendor communication.
• Strong organisational and confidentiality skills.

Responsibilities

• Assist in full recruitment process: ads, sourcing, screening, interviews, offers.
• Coordinate onboarding: documents, induction, joining process.
• Maintain accurate employee records and HRIS data.
• Monitor attendance, lateness, overtime, leave, and discrepancies.
• Assist monthly payroll prep: attendance, deductions, new hires, resignations.
• Support statutory admin: EPF, SOCSO, EIS, PCB, work permits, medical checks.
• Prepare HR letters: offers, contracts, confirmations, transfers, warnings.
• Respond to HR policy and payroll inquiries; escalate as needed.
• Assist employee relations, training coordination, and HR policy implementation.
• Prepare regular HR reports on headcount, recruitment, turnover, attendance.

Skills

Recruitment coordination

Onboarding coordination

HR reporting

Confidentiality

Multitasking

Adaptability

Education

Diploma/Advanced Diploma/ Degree in HRM or related

Tools

HRIS

Payroll systems

Attendance systems

Microsoft Excel

Microsoft Office

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.

The HR Assistant Executive supports daily human resources operations, including recruitment, onboarding, employee records, payroll coordination, attendance, statutory compliance, and employee services.

Job Responsibilities

• Assist in the full recruitment process, including preparing job advertisements, sourcing candidates, screening applications, scheduling interviews, conducting initial interviews, and coordinating employment offers.
• Coordinate new-employee onboarding, including preparing employment documents, arranging induction programmes, collecting required documents, and ensuring a smooth joining process.
• Maintain accurate and up-to-date employee records, personnel files, HRIS data, employment contracts, leave records, attendance records, and staff movement documentation.
• Monitor daily employee attendance, lateness, absenteeism, overtime, shift arrangements, and leave applications; follow up on discrepancies with employees and department supervisors.
• Assist in monthly payroll preparation by verifying attendance, overtime, leave, allowances, deductions, new hires, resignations, and other payroll-related information before submission to Finance or the payroll provider.
• Support statutory administration, including EPF, SOCSO, EIS, PCB, foreign-worker documentation, work permits, medical examinations, and other applicable employment-related submissions.
• Prepare HR letters and documents, including offer letters, employment contracts, confirmation letters, transfer letters, warning letters, resignation acknowledgements, and other employee correspondence.
• Respond to employee enquiries regarding HR policies, attendance, leave, payroll, benefits, welfare, and employment procedures, while escalating complex matters to the HR Manager when necessary.
• Assist with employee relations, disciplinary matters, performance monitoring, training coordination, staff welfare activities, and the implementation of HR policies and procedures.
• Prepare regular HR reports relating to headcount, recruitment, turnover, attendance, leave, payroll inputs, foreign workers, training, and other HR matters, and perform any other duties assigned by the superior.

Job Requirements

• Possess a Diploma, Advanced Diploma, or Degree in Human Resource Management, Business Administration, Psychology, Industrial Relations, or a related discipline.
• Preferably possess 1-3 years of relevant HR or human resources administration experience. Candidates with experience in payroll coordination, recruitment, employee records, or foreign-worker administration will be advantageous.
• Basic knowledge of Malaysian employment practices and statutory requirements.
• Good to have experience using HRIS, payroll systems, attendance systems, and Microsoft Office, particularly Microsoft Excel.
• Good understanding of recruitment coordination, onboarding, attendance and leave administration, payroll inputs, employee documentation, and HR reporting.
• Good command of English and Bahasa Malaysia in both written and spoken communication. Mandarin-speaking ability is an advantage, particularly for communication with vendor.
• Strong organisational, time-management, documentation, and follow-up skills, with careful attention to accuracy and confidentiality.
• Able to handle multiple tasks, meet deadlines, work independently, and maintain confidentiality when dealing with employee and payroll information.