HR & Admin Executive

ACTIVE FIRE PROTECTION SYSTEMS SDN BHD; Iskandar Puteri; On-site; MYR 39,000 - 56,000; Full time

Benefits offered by this job

Annual and sick leave

Public holidays as provided by law

Statutory contributions: EPF, SOCSO, E

Annual salary review and growth

Job summary

ACTIVE FIRE PROTECTION SYSTEMS SDN BHD in Malaysia is seeking a hands-on HR & Admin professional to lead end-to-end recruitment, onboarding, payroll, and statutory compliance for our Iskandar Puteri operation.

You will manage vendor relations, maintain records, support policies, and help grow the startup team as we expand; fluency in Mandarin and English, plus Malaysia payroll knowledge, is essential.

Qualifications

• Diploma or Degree in HR, Business Admin, Accounting, or related field.
• At least 2 years' experience in HR, admin, or account/admin roles.
• Fluent in Mandarin and English, written and spoken; Bahasa Malaysia is an advantage.
• Experience with Malaysian employment and statutory requirements (EPF, SOCSO, EIS, PCB) and payroll.

Responsibilities

• Lead end-to-end recruitment for upcoming positions (engineering and office staff).
• Handle onboarding and offboarding, employment contracts, and personnel files.
• Register the company and employees with statutory bodies and handle monthly contributions.
• Prepare monthly payroll and maintain attendance, leave, and claims records.
• Draft basic HR policies, an employee handbook, and work procedures.
• Coordinate foreign worker matters; experience is an advantage.
• Manage petty cash, cash receipts, and payment records.
• Prepare payment vouchers and process supplier and subcontractor payments.

Skills

Mandarin

English

MS Office

Education

Diploma or Degree in HR/BA

Tools

MS Office

Payroll software

Job description

ACTIVE FIRE PROTECTION SYSTEMS SDN BHD is the Malaysian subsidiary of Singapore's Active Fire Protection Systems Pte. Ltd. (https://www.activefire.com.sg), a fire protection specialist established in 2001. Our parent company is registered with Singapore's BCA under ME06 Fire Prevention & Protection Systems at grade L6, the top grade, and delivers turnkey fire protection from design and fabrication (DfMA, at its own smart factory, AF Base) to installation and maintenance. It has completed 300+ projects across data centres, life sciences and industrial facilities, with data-centre clients including Google, Meta, Microsoft and AirTrunk.

Newly set up in Iskandar Puteri, the Malaysian company is registered with Bomba as a Fire Safety Contractor and has just been awarded a data-centre fire protection project in Johor Bahru. You will be part of our founding team in Malaysia.

Key Responsibilities

Lead end-to-end recruitment for upcoming positions (engineering and office staff): post job ads, screen CVs, arrange interviews, prepare offer letters

Handle onboarding and offboarding, employment contracts, and personnel files

Register the company and employees with statutory bodies (EPF/KWSP, SOCSO/PERKESO, EIS, LHDN/PCB, and HRD Corp where applicable) and handle monthly contributions

Prepare monthly payroll and maintain attendance, leave, and claims records

Help draft basic HR policies, an employee handbook, and work procedures

Coordinate foreign worker matters (work permits, levy, agent liaison); experience is an advantage

Manage petty cash, cash receipts, and payment records

Prepare payment vouchers and process supplier and subcontractor payments following GM approval

Organise invoices, receipts, and claims and pass them to the external accountant

Liaise with the external accountant and company secretary, and prepare month-end documents

Handle routine banking matters

Obtain quotations from suppliers (office supplies, services, etc.)

Prepare purchase orders (POs) and follow up on delivery

Maintain the supplier list and purchasing records

Project materials: issue POs to designated suppliers as requested by the project team, and follow up on delivery

Basic inventory and delivery order (DO) tracking

Set up and run day-to-day office operations (office supplies, utilities, IT, cleaning, etc.)

Manage company documents and filing, and maintain the company's licences and registrations (e.g. Bomba FSC, CIDB, SSM), including renewals and updates

Handle correspondence and translation (Chinese ⇄ English) for management, and arrange meetings and travel (including Johor–Singapore)

Support the GM with ad-hoc tasks and project administration (site passes, insurance, documentation)

Requirements

Diploma or Degree in Human Resources, Business Administration, Accounting, or a related field (or equivalent working experience)

At least 2 years' experience in HR, admin, or account/admin roles

Fluent in Mandarin (Chinese) and English, written and spoken. You will work directly with Chinese and Singaporean management.

Bahasa Malaysia is an advantage (for government agencies, Bomba, and local staff)

Background in construction, engineering, or M&E is preferred

Working knowledge of Malaysian employment and statutory requirements (EPF, SOCSO, EIS, PCB) and of payroll

Comfortable with MS Office (Excel especially); experience with accounting or payroll software is a plus

Hands-on and execution-oriented: organised, honest, careful with money and documents, and able to juggle many tasks in a start-up

Willing to learn and grow with the company

Able to start immediately or at short notice is preferred

Must have own transport (occasional trips to banks, suppliers, and project sites)

What We Offer

Monthly salary of RM3,500 – RM5,000, depending on experience

Statutory contributions: EPF, SOCSO, and EIS

Annual leave, sick leave, and public holidays as provided by law

Grow with the company as it expands (lead the hiring of the future team)