HR & Admin Executive

Topmix Resources; Johor; On-site; MYR 39,000 - 58,000; Full time

Job summary

Topmix Resources in Malaysia is seeking a detail-oriented HR/Administration professional to join our team. You will assist in posting job advertisements, screening resumes, coordinating interviews, and preparing offer letters and onboarding materials.

Your role includes maintaining employee files, HR system records, attendance and leave data, and supporting onboarding and offboarding activities. Strong communication and confidentiality are essential in a fast-paced environment.

Qualifications

• Diploma/Degree in Human Resources, Business Administration, or related fields.
• 1-3 years of HR or admin experience.
• Basic knowledge of HR processes and willingness to learn more.
• Good communication skills and a positive working attitude.
• Strong organisation skills with attention to detail.
• Able to maintain confidentiality and handle sensitive information.
• Responsible, proactive, and able to support a fast-paced working environment.

Responsibilities

• Assist in posting job advertisements, screening resumes, arranging interviews, and coordinating with candidates.
• Prepare offer letters, employment contracts, and onboarding materials.
• Support onboarding activities such as preparing documents, uniforms, email account requests, and arranging orientation sessions.
• Maintain and update employee personal files, HR system records, attendance, and leave data.
• Track probation confirmation dates and other HR-related reminders for the Senior HR.
• Draft HR documents such as confirmation letters, warning letters, transfer letters, memos, company notices, and other HR-related correspondence.
• Assist in organising employee engagement activities, birthday celebrations, welfare programmes, and internal company events.
• Handle basic employee enquiries and escalate issues when necessary.
• Support documentation and follow-up for simple employee relations matters.
• Maintain training records, attendance lists, certificates, and HRDF documentation.
• Assist with training arrangements including venue booking, logistics, material preparation, and trainer coordination.
• Support offboarding processes including preparing resignation acceptance letters, exit checklists, collection of company assets, exit interview scheduling, and final documentation.
• Manage general office administration including stationery, pantry supplies, office inventory, and office equipment.
• Support facility maintenance by handling repair requests, service scheduling, and contractor coordination.
• Assist in asset tracking, organising documentation, and ensuring files are complete and audit ready.
• Ensure employee documentation, filing systems, and HR forms are up-to-date and properly maintained.
• Handle ad hoc tasks assigned by the Head of Department.

Skills

Communication

Organization

Confidentiality

Proactive

Willingness to learn

Education

Diploma/Degree in HR or related fields

Tools

MS Office

HRIS

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.

• Assist in posting job advertisements, screening resumes, arranging interviews, and coordinating with candidates.
• Prepare offer letters, employment contracts, and onboarding materials.
• Support onboarding activities such as preparing documents, uniforms, email account requests, and arranging orientation sessions.
• Maintain and update employee personal files, HR system records, attendance, and leave data.
• Track probation confirmation dates and other HR-related reminders for the Senior HR.
• Draft HR documents such as confirmation letters, warning letters, transfer letters, memos, company notices, and other HR-related correspondence.
• Assist in organising employee engagement activities, birthday celebrations, welfare programmes, and internal company events.
• Handle basic employee enquiries and **escalate** issues when necessary.
• Support documentation and follow-up for simple employee relations matters.
• Maintain training records, attendance lists, certificates, and HRDF documentation.
• Assist with training arrangements including venue booking, logistics, material preparation, and trainer coordination.
• Support offboarding processes including preparing resignation acceptance letters, exit checklists, collection of company assets, exit interview scheduling, and final documentation.
• Manage general office administration including stationery, pantry supplies, office inventory, and office equipment.
• Support facility maintenance by handling repair requests, service scheduling, and contractor coordination.
• Assist in asset tracking, organising documentation, and ensuring files are complete and audit ready.
• Ensure employee documentation, filing systems, and HR forms are up-to-date and properly maintained.
• Handle ad hoc tasks assigned by the Head of Department.

Qualification:

• Diploma/Degree in Human Resources, Business Administration, or related fields.
• 1-3 years of HR or admin experience.
• Basic knowledge of HR processes and willingness to learn more.
• Good communication skills and a positive working attitude.
• Strong organisation skills with attention to detail.
• Able to maintain confidentiality and handle sensitive information.
• Responsible, proactive, and able to support a fast-paced working environment.