Executive, Human Resources and Administration (Generalist)

GLOBAL KIARA SDN BHD; Petaling Jaya; On-site; MYR 60,000 - 96,000; Full time

Job summary

GLOBAL KIARA SDN BHD in Malaysia seeks an Executive, Human Resources and Administration (Generalist) to manage recruitment, HR administration, attendance, payroll support, training, and employee relations while ensuring compliance with Malaysian labour law.

You will coordinate onboarding, maintain employee records, prepare HR letters, and support payroll and claims using Infotech HRMS, contributing to smooth daily operations.

Qualifications

• Experience in HR administration and payroll processes.
• Knowledge of Malaysian labour regulations and employment law.
• Experience coordinating recruitment and onboarding.

Responsibilities

• Recruitment & Talent Acquisition: Manage full recruitment cycle from requisition to offers.
• HR Administration: Maintain employee records, contracts, and documentation.
• Attendance & Leave Management: Monitor attendance, leave, overtime and generate reports.
• Insurance Administration: Coordinate employee insurance policies and claims.
• Payroll & Claims Support: Support payroll processing and verify employee claims.
• Training & Development Coordination: Organize training programs and monitor outcomes.

Job description

Executive, Human Resources and Administration (Generalist)

The HR & Administration Executive is responsible for managing and supporting the full spectrum of Human Resources and administrative functions to ensure the smooth daily operations of the organization. This role oversees recruitment and talent acquisition, HR administration, attendance monitoring, insurance coordination, payroll support, training coordination, employee documentation, employee relations, and general office administration while ensuring compliance with company policies and Malaysian labour regulations.

Key Duties and Responsibilities

Recruitment & Talent Acquisition

Manage the full recruitment cycle, including manpower requisition, job posting, candidate sourcing, screening, interview coordination, reference checks, and offer management.

Coordinate with department heads to understand hiring requirements and workforce planning.

Prepare and post job advertisements through recruitment portals, social media, and other sourcing channels.

Screen resumes, shortlist candidates, and arrange interviews with hiring managers.

Conduct preliminary interviews where required.

Prepare employment offers and coordinate the pre-employment process, including background checks and document collection.

Manage onboarding arrangements for new hires to ensure a smooth integration into the organization.

Maintain recruitment records and provide periodic recruitment reports, including hiring status, time-to-fill, and recruitment metrics.

Build and maintain a talent pipeline for current and future hiring needs.

Liaise with recruitment agencies, educational institutions, and other external recruitment partners when necessary.

HR Administration

Maintain accurate and up-to-date employee records including personal files, contracts, leave records, and performance documentation.

Prepare HR letters including offer letters, confirmation letters, promotion letters, transfer letters, warning letters, and other employment-related documentation.

Manage onboarding and offboarding processes.

Ensure proper filing and documentation in compliance with company policies.

Attendance & Leave Management

Monitor daily employee attendance, absenteeism, late attendance, and overtime records.

Maintain and update leave records (annual leave, medical leave, unpaid leave, etc.).

Generate monthly attendance and leave reports for payroll processing.

Follow up with departments on attendance discrepancies and ensure proper documentation.

Insurance Administration

Administer employee insurance policies including medical, hospitalization, and Group Personal Accident (GPA).

Liaise with insurance providers on new enrolments, terminations, and policy updates.

Assist employees with insurance claims submissions and documentation.

Monitor policy renewals and ensure accurate employee coverage records.

Payroll & Claims Support

Support payroll processing by compiling attendance, leave, overtime, and claims data using the Infotech HRMS/Payroll system.

Verify employee claims (medical, travel, overtime, etc.) for accuracy and completeness.

Ensure statutory deductions and contributions are accurately recorded (EPF, SOCSO, EIS, PCB).

Support payroll documentation and reporting when required.

Training & Development Coordination

Identify training needs in coordination with department heads.

Organize internal and external training programs, workshops, and seminars.

Manage training schedules, participant registration, and attendance tracking.

Maintain training records and monitor training effectiveness.

Support HRD Corp claims submission and training grant applications where applicable.

Employee Relations Support

Act as the point of contact for general HR inquiries.

Assist in handling employee concerns, grievances, and disciplinary documentation.

Support employee engagement initiatives, welfare programmes, and company events.

Administration & Office Support

Support general office administration and vendor coordination.

Manage office supplies and coordinate office maintenance when required.

Assist in organizing company events, meetings, and employee engagement activities.

Compliance & Reporting

Ensure compliance with Malaysian labour laws, statutory regulations, and company policies.

Prepare HR reports including recruitment, attendance, turnover, training, payroll, and insurance updates.

Support HR audits and documentation reviews when required.

Undertake any other duties and responsibilities as instructed by the Superior or Senior Management.

The Company reserves the right to amend this job description and/or assign additional duties as deemed necessary.

Additional Questions

Your application will include the following questions:

• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Human Resources Administration Executive?
• How many years of Training Coordination experience do you have?
• Do you have Office Support experience?

We are an established group of companies based in Taman SEA, Petaling Jaya with business interests in integrated multi-utility smart technology services, electrical power & renewal energy contracting, product distribution and property investment holding & managing, food & beverage, e-commerce.

We are an established group of companies based in Taman SEA, Petaling Jaya with business interests in integrated multi-utility smart technology services, electrical power & renewal energy contracting, product distribution and property investment holding & managing, food & beverage, e-commerce.