HR & Admin Executive

Matsumotokiyoshi (Malaysia) Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading retail pharmacy in Kuala Lumpur is seeking an HR & Admin Executive to manage recruitment, handle employee relations, and ensure compliance with Malaysian labor laws. The ideal candidate will hold a Bachelor's degree in HR or Business Administration and possess 2-3 years of relevant experience in HR. This role offers a chance to work in a dynamic environment dedicated to service excellence, with a focus on teamwork and personal growth.

Qualifications

• Minimum 2-3 years of relevant HR experience, preferably in the retail industry.
• Strong knowledge of Malaysian labor laws, particularly in retail and service sectors.
• Proficiency with HR software systems and employee data management.

Responsibilities

• Manage end-to-end recruitment processes, including job postings and candidate screening.
• Maintain and update employee records and HR systems.
• Assist in resolving employee queries and concerns.
• Oversee day-to-day office operations including facilities management and office supplies.

Skills

Interpersonal skills

Communication skills (English, Bahasa Malaysia)

Organizational skills

Problem-solving abilities

Education

Bachelor’s Degree in Human Resources, Business Administration, or related field

Tools

HR software systems

Job description

Japan’s No.1 Drugstore Now in Malaysia – Join Us as HR & Admin Executive

Kickstart your retail career with Matsumotokiyoshi Malaysia, the trusted beauty & wellness drugstore loved by millions in Japan.

Be part of a workplace that values teamwork, growth, and service excellence — and build your career with a global retail brand that’s expanding across Asia.

Job Overview

The HR & Admin Executive is responsible for supporting both the Human Resources and Administrative functions of the organization. This role involves managing HR operations, recruitment, employee relations, training coordination, compliance, as well as overseeing day‑to‑day administrative tasks to ensure smooth office and retail operations. The role requires strong organizational skills, attention to detail, and the ability to support multiple stakeholders across office and retail locations.

Key Responsibilities

Recruitment & Onboarding

• Manage end-to-end recruitment processes including job postings, candidate screening, interview coordination, and offer letters.
• Coordinate onboarding and orientation for new hires.
• Maintain candidate database and recruitment records.

HR Operations & Administration

• Maintain and update employee records and HR systems.
• Prepare employment letters, contracts, confirmation letters, and other HR documentation.
• Track employee attendance, leave, and overtime records.
• Manage HR documentation and filing.

Employee Relations & Welfare

• Assist in resolving employee queries and concerns.
• Support employee engagement initiatives and company events.
• Administer employee benefits and welfare programs.

Performance Management & Training

• Assist in the performance appraisal process.
• Track probation reviews and follow-up documentation.
• Coordinate internal and external training sessions and maintain training records.
• Evaluate training effectiveness and provide feedback to management.

Compliance & Policy

• Ensure compliance with Malaysian labor laws and HR policies.
• Assist in updating and communicating HR policies and procedures.

Administration & Office Management

• Oversee day-to-day office operations, including facilities management, office supplies, and equipment.
• Coordinate with vendors and service providers (cleaning, maintenance, courier services, etc.).
• Support administrative tasks such as meeting coordination, travel arrangements, and company events.
• Assist in budgeting and expense tracking for office and HR functions.
• Ensure smooth communication between office, retail stores, and management teams.
• Maintain filing systems, both physical and digital, for HR and office administration.

Requirements

• Bachelor’s Degree in Human Resources, Business Administration, or related field.
• 2-3 years of relevant HR experience, preferably in the retail industry, with exposure to office administration.
• Strong knowledge of Malaysian labor laws, particularly in retail and service sectors.
• Experience managing HR functions for both office and retail employees.
• Proficiency with HR software systems and employee data management.
• Experience with performance management, employee relations, and HR compliance.

Preferred

• Excellent interpersonal and communication skills in English and Bahasa Malaysia.
• Ability to handle confidential information with discretion.
• Strong organizational, multitasking, and problem‑solving abilities.
• Basic understanding of office administration and vendor management.