HR & Admin Assistant / HR & Admin Executive

Hong Poh Engineering Construction Sdn Bhd; George Town; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading construction firm in Penang is seeking a skilled HR & Admin Executive to support human resources and administrative functions. Key responsibilities include recruitment, employee relations, payroll, and compliance with Malaysian labour laws. The ideal candidate has at least 2 years of relevant experience, strong administrative skills, and proficiency in Mandarin.

Benefits

Competitive salary

Comprehensive medical insurance

Professional development opportunities

Flexible work arrangements

Qualifications

• Minimum 2 years of experience in HR & administration, preferably in construction.
• Excellent communication and interpersonal skills.
• Strong organizational abilities with multitasking capability.

Responsibilities

• Assist in recruitment process, onboarding, and employee inquiries.
• Track attendance, payroll, and benefits administration.
• Ensure statutory compliance and manage employee documentation.

Skills

Knowledge of Malaysian labour laws

Strong administrative skills

Proficient in MS Office suite

Proficient in Mandarin

Job description

About the role

Hong Poh Engineering Construction Sdn Bhd is seeking a skilled and motivated HR & Admin Executive to join our team. This full‑time position is based in Paya Terubong, Penang, and will play a crucial role in supporting the company's human resources and administrative functions.

What you'll be doing

Recruitment & Onboarding

Assist in recruitment process including job postings, resume screening, interview scheduling, and coordination.

Facilitate onboarding process for new hires, ensuring all necessary documentation and orientation procedures are completed.

Employee Relations

Serve as a point of contact for employee inquiries, providing guidance and resolving issues in a timely and professional manner.

Assist in implementation of employee engagement initiatives and HR policies.

Payroll & Benefits Administration

Track and verify attendance, leave, overtime, public holidays, and shift differentials.

Ensure compliance with minimum wage, working hours, and overtime regulations under the Employment Act 1955.

Coordinate with Finance for salary disbursement, payslip generation, and bank file submission.

Statutory Compliance

• IRB (LHDN) – Income tax registration and PCB setup.
• EPF – Provident fund registration and monthly contribution.
• SOCSO & EIS – Social security and employment insurance registration.

Submit monthly contributions and statutory reports (Form A, Form E, CP39, etc.) and ensure timely updates for employee resignations, confirmations, and salary changes.

Prepare and submit annual tax forms (EA Form for employees, E Form for employer).

Employee Benefits Administration

Administer employee benefits including medical, dental, insurance, meal allowance, and transport claims.

Coordinate with insurance providers for policy renewals, claims, and staff coverage updates.

Track benefit eligibility, usage, and expiry (e.g., medical panel access, leave balances).

Maintain accurate records of benefit enrollment and staff entitlements.

Confirmation & Lifecycle Tracking

Monitor probation periods and prepare confirmation letters.

Coordinate performance reviews with department heads before confirmation.

Update HRIS and payroll systems with confirmed status and revised entitlements.

Adjust statutory contributions and benefits post‑confirmation.

Leave & Attendance Management

Maintain leave records (annual, medical, unpaid, maternity/paternity, emergency).

Monitor absenteeism and late arrivals; escape repeated patterns for disciplinary review.

Ensure leave balances are updated monthly and reflected in payroll.

Prepare monthly attendance summary for payroll reconciliation.

Generate monthly payroll reports, statutory summaries, and benefit utilization reports.

Reconcile payroll data with attendance systems and leave records.

Support internal and external audits with payroll documentation and statutory filings.

Offboarding & Final Pay

Calculate final salary including unused leave, notice period, and deductions.

Ensure proper documentation for resignation, termination, or retirement.

Submit cessation updates to IRB, EPF, SOCSO, and EIS, and issue EA Form and final payslip to departing employees.

HRIS & System Maintenance

Maintain and update employee records in HRIS or payroll software.

Ensure data accuracy for personal details, bank info, statutory numbers, and job grades.

Back up payroll data regularly and ensure confidentiality protocols are followed.

Internal Controls & Confidentiality

Implement access controls for payroll data and employee records.

Ensure payroll processes are auditable and compliant with internal SOPs.

Handle sensitive salary and benefit queries with discretion and professionalism.

HR Documentation & Compliance

Maintain and update employee records, ensuring confidentiality and compliance with data protection regulations.

Prepare and manage HR-related documents such as employment contracts, offer letters, and termination notices.

Performance Management

Assist in the performance appraisal process, including the collection and analysis of performance data.

Support the development and implementation of training and development programs.

Office Administration

Oversee office operations including supplies management, facility maintenance, pantry restocking, and coordination of office services.

Manage travel arrangements, schedule and prepare for meetings, and event coordination.

Oversee maid’s schedule, task completion, and adherence to hygiene protocols.

Plan and execute internal events, team activities, and client visits.

Maintain office filing systems (digital and physical) for easy retrieval and compliance.

Prepare maintenance logs, cleaning checklists, and vendor service records.

ISO Compliance

Assist in the preparation and maintenance of ISO documentation to ensure version control, traceability and adherence to ISO standards.

Coordinate internal audits and external audit and external audits including pre‑audit checks, documentation support, and resolution of non‑conformities.

Conduct ISO awareness sessions for HR staff and general employees.

Track and document training attendance, competency evaluations, and refresher programs.

Ensure onboarding processes include ISO‑related expectations and compliance briefings.

Monitor HR processes (e.g., recruitment, performance appraisal, grievance handling), identify gaps and propose improvements to align with ISO requirements.

Participate in risk assessments and contribute to mitigation plans related to HR functions.

Ensure secure handling of employee records, with access control and confidentiality protocols aligned to ISO data protection standards.

Budget Management

Support the preparation and monitoring of the HR & Admin department budget.

Ensure effective cost control and utilization of resources within the department.

Handle matters related to the recruitment, onboarding, and documentation of foreign workers, including compliance with Malaysian immigration laws and labour regulations.

Facilitate work permits, visa applications, renewals, and other required documentation.

Act as a liaison between government agencies and the company regarding foreign worker compliance and reporting.

Manage the welfare, housing, and other requirements of foreign workers to ensure a conducive work environment.

Other Duties

Execute any additional tasks and responsibilities assigned by the HR & Admin Manager.

Continuously improve HR processes and administrative procedures to enhance organizational efficiency.

What we’re looking for

Minimum 2 years of experience in a similar HR & administrative role, preferably in the construction industry.

Excellent knowledge of Malaysian labour laws and HR best practices.

Strong administrative and organisational skills, with the ability to multitask and priorities effectively.

Familiarity with immigration procedures and regulations for managing foreign workers.

Proficient in MS Office suite and HR-related software.

Strong communication, interpersonal, and organisational skills, with a proactive and detail‑oriented approach.

Able to work independently and collaboratively with a practical problem‑solving mindset.

Proactive and able to handle multiple tasks in a fast‑paced environment.

Strong ethical values and professionalism.

Proficiency in Mandarin (reading, speaking and writing) is essential to effectively communicate with Mandarin‑speaking clients.

What we offer

Competitive salary and performance‑based bonuses.

Comprehensive medical insurance coverage.

Opportunities for professional development and career advancement.

Flexible work arrangements and work‑life balance initiatives.

A collaborative and inclusive team environment.

About us

Hong Poh Engineering Construction Sdn Bhd is a leading construction and engineering firm based in Penang, Malaysia. With over 20 years of experience, we specialise in a wide range of construction projects, from residential and commercial developments to infrastructure works. Our commitment to excellence, innovation, and sustainable practices has made us a trusted partner for clients across the region.

Application 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 and Administration Assistant?
• Which of the following Microsoft Office products are you experienced with?
• How many years of payroll experience do you have?
• How many years’ experience do you have in Human Resources (HR)?
• How many years’ experience do you have in employee relations?
• Which of the following languages are you fluent in?

If you are excited about this opportunity and believe you have the skills and experience to excel in this role, we encourage you to apply now.