HR & Admin Executive

Private Advertiser; Kuala Lumpur; On-site; MYR 48,000 - 72,000; Full time

Benefits offered by this job

Competitive salary

Performance bonuses

Career growth opportunities

Job summary

Private Advertiser is seeking an HR & Administration Executive to manage daily office operations in Kuala Lumpur. The role involves coordinating supplies, facilities, vendor liaison and general admin support to management and departments.

The successful candidate will handle records, reporting, meetings coordination, compliance support and HR-related administration, ensuring confidentiality and efficient processes across the organization.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Human Resources, Management or a related field.
• Minimum 2–4 years of relevant experience in office administration, general administration, HR support or a similar role.
• Based in Kuala Lumpur and available to commence work within a reasonable notice period.

Responsibilities

• Manage the day-to-day administrative operations of the office and maintain a professional, organized and efficient working environment.
• Coordinate office supplies, equipment, facilities, maintenance and other workplace requirements.
• Liaise with vendors and service providers, including obtaining quotations, coordinating services and following up on deliverables.

Skills

Coordination

Communication

Confidentiality

Problem solving

Education

Diploma or Bachelor’s Degree in Business Administration, HR, Management

Job description

Manage the day-to-day administrative operations of the office and maintain a professional, organized and efficient working environment.

Coordinate office supplies, equipment, facilities, maintenance and other workplace requirements.

Liaise with vendors and service providers, including obtaining quotations, coordinating services and following up on deliverables.

Monitor office inventory and arrange timely replenishment of supplies.

Handle incoming and outgoing correspondence, deliveries, telephone enquiries and general administrative matters.

Coordinate travel arrangements, accommodation, transportation and other logistical requirements when needed.

Provide general administrative support to management and other departments as required.

Documentation, Records & Reporting

Prepare, review and maintain administrative documents, reports, presentations, correspondence and internal notices.

Maintain proper filing systems, records and document control in accordance with company policies.

Ensure administrative records and supporting documents are complete, accurate and updated.

Assist in compiling information and preparing management or operational reports.

Handle confidential documents and information with appropriate care and discretion.

Meeting & Internal Coordination

Coordinate meetings, prepare agendas, record minutes and follow up on action items where required.

Support internal meetings, company activities, management visits and other organizational arrangements.

Facilitate communication and coordination between management, employees, departments and external parties.

Follow up on administrative requests and assigned action items to ensure timely completion.

Coordinate office procurement and maintain relevant purchase, quotation and vendor records.

Assist in monitoring administrative expenses, invoices, payments and supporting documentation.

Liaise with Finance and relevant departments regarding administrative purchases and payments.

Maintain an updated list of vendors, service contracts and renewal dates.

Licences, Compliance & Governance Support

Monitor and follow up on business licences, permits, insurance, service agreements and related renewals or updates.

Assist in the preparation and submission of statutory or administrative documents.

Support audits, inspections and management reviews by preparing documents and coordinating the required arrangements.

Support compliance with internal policies, procedures and corporate governance requirements.

Keep administrative procedures and records updated in line with operational or regulatory requirements.

Human Resources Support

Provide day-to-day administrative and operational support to the HR department.

Assist with employee onboarding and offboarding arrangements, including document preparation, workstation coordination and internal notifications.

Maintain and update employee records, personnel files, leave records and other HR documentation.

Assist in preparing HR letters, forms, internal announcements and employee-related documents.

Support interview scheduling, candidate coordination and other recruitment administration when required.

Assist in coordinating employee training, engagement activities, company events and welfare initiatives.

Respond to general employee enquiries and direct matters to the appropriate HR representative.

Assist in collecting attendance, leave, claims or other relevant employee information for HR processing.

Maintain strict confidentiality when handling employee and company information.

Perform other HR-related duties and provide support based on the department’s operational needs and management’s direction.

Job Requirement

Diploma or Bachelor’s Degree in Business Administration, Human Resources, Management or a related field.

Minimum 2–4 years of relevant experience in office administration, general administration, HR support or a similar role.

Based in Kuala Lumpur and available to commence work within a reasonable notice period.

Core Competencies

Strong coordination and communication skills in fast-paced environments.

High professionalism with strong confidentiality awareness.

Proactive, able to anticipate needs and solve problems independently.

Well-organized with strong attention to detail in schedules and processes.

What We’re Offer

Competitive basic salary and performance bonuses

Career growth opportunities in a fast-growing international environment.

What can I earn as a Human Resources and Administration Executive