HR - Admin Executive

Sunrise Shares (M) Sdn Bhd; Malacca City; On-site; MYR 39,000 - 61,000; Full time

Job summary

Sunrise Shares (M) Sdn Bhd in Malacca City, Malaysia, seeks an HR & Administrative Assistant to support day-to-day office operations and ensure smooth functioning of the HR and admin functions.

The role covers HR operations, recruitment, onboarding, records, payroll support, and compliance with labour laws. You will also handle admin tasks, vendor coordination, scheduling, travel, budgeting, and document management with accuracy and professionalism.

Qualifications

• Diploma or Bachelor’s degree in HR, Business Administration, Management or related field.
• Minimum 3 years of experience in HR & administrative function.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Experience with Employment Pass (EP), ESD, expatriate and immigration matters is a plus.

Responsibilities

• Handle full spectrum of HR operations including recruitment, onboarding, employee records, and staff movements.
• Manage recruitment and selection: job postings, interview arrangements, offers, onboarding.

Skills

HR operations

Recruitment & onboarding

Employee records management

Microsoft Office

EP/ESD immigration matters

Communication skills

Time management

Multitasking

Attention to detail

Customer service

Education

Diploma or Bachelor's in HR/Business Administration

Tools

Microsoft Office

Office management systems

Job description

The HR & Administrative Assistant provides day-to-day administrative support to ensure the smooth and efficient operation of the office. This role involves managing office tasks, maintaining records, coordinating communications, and supporting various departments with administrative duties.

HR Responsibilities

• Handle the full spectrum of HR operations, including recruitment, onboarding, employee records, and staff movements.
• Manage recruitment and selection, including job postings, interview arrangements, offer letters, and new employee onboarding.
• Maintain and update employee personal files and HR records.
• Manage attendance, leave, and employee benefits and ensure proper HR records are maintained.
• Assist with payroll processing and provide the necessary information to the payroll team.
• Ensure compliance with applicable labour laws, statutory requirements, and company HR policies.
• Prepare HR reports, letters, memos, and other employment-related documents when required.
• Handle Employment Pass (EP) and Expatriate Services Division (ESD) matters, including preparation and submission of applications, renewals, cancellations, and related documentation.
• Liaise with relevant government authorities and agencies regarding EP, ESD, immigration, and expatriate-related matters.

Administrative Responsibilities

• Manage daily office operations and administrative tasks.
• Attend phone calls, emails, and other correspondence professionally.
• Schedule appointments, meetings, and maintain calendars.
• Monitor office supplies, equipment, and vendor services, and arrange purchases when required.
• Coordinate travel arrangements and meeting logistics.
• Ensure company vehicle is well maintained and maintain record in a timely manner.
• Handle incoming and outgoing mail and courier services.
• Upkeep office environment to organized and efficient.
• Maintain company records, licenses, and administrative documentation.
• Assist with budgeting, expense tracking, and invoice processing.
• Control stationary purchase and inventory movement update.
• Able to update superior on any issue arise.
• Perform other administrative duties as assigned.

Qualifications

• Diploma or Bachelor’s Degree in Human Resources, Business Administration, Management, or a related field.
• Minimum 3 years of experience in HR & administrative function.
• Proven experience as an Administrative Assistant, Office Administrator, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel and PowerPoint).
• Experience handling Employment Pass (EP), ESD, expatriate, and immigration-related matters will be an advantage.
• Familiarity with office management systems and procedures.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to multitask and prioritize workload.
• High level of accuracy and attention to detail.
• Professional attitude and customer service skills.