HR & Admin Executive

Smartgroup Corporation; Kuala Lumpur; On-site; MYR 56,000 - 89,000; Full time

Job summary

SmartSalary is seeking a hands-on HR & Admin Lead to manage Malaysia HR and administrative operations. Initially an individual-contributor role with opportunity to build processes and grow with the local business.

Based in Kuala Lumpur, you will handle recruitment, payroll coordination, contracts, records, and office operations, reporting to the Country Manager. Fluency in Mandarin, English, and Bahasa Malaysia is required to communicate with stakeholders.

Qualifications

• Two to five years of practical experience in HR, administration or general operations.
• Hands-on experience in recruitment, employee administration, payroll coordination or office management.
• Familiarity with Malaysian payroll and statutory processes is strongly preferred.
• Experience in office setup, tenancy or vendor management is an advantage.
• Able to work independently, manage priorities and communicate risks clearly.
• Good working knowledge of Microsoft Excel, Word and HR/payroll systems.
• Mandarin spoken/written proficiency required; English and Bahasa Malaysia proficiency also expected.
• Legal right to work in Malaysia.

Responsibilities

• Manage recruitment from job postings through interviews, offers and onboarding.
• Handle employee contracts, personnel files, probation, confirmation, changes and offboarding.
• Maintain attendance, leave, overtime, allowances, reimbursements and records.
• Prepare and verify monthly payroll inputs and coordinate EPF, SOCSO, EIS and PCB processes with finance or external providers.
• Coordinate office setup, tenancy, relocation and daily workplace operations.
• Manage suppliers, office equipment, assets, internet, cleaning and maintenance.
• Liaise with banks, the company secretary, accountants, tax advisers and other professional service providers.
• Support the Country Manager with operational follow-ups, internal coordination, documentation and regular status reporting.

Skills

HR

Administration

Operations

Recruitment

Payroll coordination

Office management

Excel

Word

Mandarin

English

Bahasa Malaysia

Tools

Microsoft Excel

Microsoft Word

Job description

SmartSalary is a growing HR technology company serving businesses across Southeast Asia.

We are looking for a hands-on HR & Admin Lead to manage our Malaysia HR and administrative operations. This is initially an individual-contributor role, with the opportunity to build processes and grow with the local business.

About the Role

SmartSalary is a growing HR technology company serving businesses across Southeast Asia. We are looking for a hands-on HR & Admin Lead to manage our Malaysia HR and administrative operations. This is initially an individual-contributor role, with the opportunity to build processes and grow with the local business.

Responsibilities

• Manage recruitment from job posting and CV screening through interviews, offers and onboarding.


• Handle employee contracts, personnel files, probation, confirmation, changes and offboarding.


• Maintain attendance, leave, overtime, allowance, reimbursement and employee records.


• Prepare and verify monthly payroll inputs and coordinate EPF, SOCSO, EIS and PCB processes with finance or external providers.


• Coordinate office selection, tenancy, setup, relocation and daily workplace operations.


• Manage suppliers, office equipment, company assets, internet, cleaning, maintenance, courier and company-arranged accommodation.


• Liaise with banks, the company secretary, accountants, tax advisers and other professional service providers.


• Support the Country Manager with operational follow-ups, internal coordination, documentation and regular status reporting.

Requirements

• Two to five years of practical experience in HR, administration or general operations.


• Hands-on experience in recruitment, employee administration, payroll coordination or office management.


• Familiarity with Malaysian payroll and statutory processes is strongly preferred.


• Experience in office setup, tenancy or vendor management is an advantage.


• Able to work independently, manage priorities and communicate risks clearly.


• Good working knowledge of Microsoft Excel, Word and relevant HR or payroll systems.


• Professional working proficiency in spoken and written Mandarin is required to effectively communicate with Mandarin-speaking clients.


• Working proficiency in English and Bahasa Malaysia.


• Strong attention to detail, confidentiality and ownership.


• Legal right to work in Malaysia.

Why Join Us?

• Take ownership of Malaysia’s HR and administrative operations.


• Work directly with the Malaysia General Manager.


• Help build practical processes in a growing regional company.