HR Admin Executive

PETRO MART SDN. BHD.; Nilai; On-site; MYR 36,000 - 65,000; Full time

Job summary

PETRO MART SDN. BHD. in Nilai seeks an HR and Admin Officer to oversee HR functions including recruitment, payroll, and records management while ensuring compliance with Malaysian labor and immigration rules.

The role handles foreign worker permits, onboarding, grievances, and training coordination. The ideal candidate holds a Diploma or Degree in HRM or Business Administration with 1–2 years of HR/Admin experience, and is proficient in EPLKS, FOMEMA, and MS Office.

Qualifications

• Diploma or Degree holder in HRM or Business Administration.
• 1–2 years of HR and Administration experience, preferably with foreign worker permits.
• Familiar with Malaysia's labour laws, work permit regulations and immigration policies.
• Knowledge of EPLKS, FOMEMA and related online portals for applications and renewals.
• Strong communication, interpersonal and analytical skills.

Responsibilities

• Oversee recruitment activities: job ads, screening resumes, interviews to fill mid-level roles.
• Manage onboarding and offboarding for hires and resignations.
• Maintain accurate employee records and ensure confidentiality.
• Prepare employment letters: contracts, confirmations, letters of resignation/termination, increments, bonuses.
• Administer benefits, payroll queries, and leave policies.
• Prepare attendance, overtime and leave reports; assist payroll processing.
• Support performance appraisals and employee development.
• Assist line managers with grievances and disciplinary issues.
• Organize training and development programs; manage HRDC grants where applicable.
• Monitor work permit expirations and liaise with authorities for renewals.
• Ensure foreign workers have suitable living arrangements and document records.

Skills

Recruitment

Payroll

Employee relations

Record keeping

Communication

Analytical skills

MS Office

Education

Diploma or Degree in HRM orBusiness Administration

Tools

MS Office (Excel, Word, PowerPoint)

EPLKS (e-Work Permit system)

FOMEMA portals

Job description

The Human Resource and Admin Officer will be responsible for overseeing the administration of human resource functions, including recruitment, employee relations, payroll, training & development, foreign worker affairs and maintaining employee records while ensuring full compliance with local regulations. The role requires a deep understanding of labor laws and immigration policies as they pertain to foreign employees in Malaysia.

Key responsibilities

Conduct recruitment activities, including drafting job advertisements, posting vacancies, screening resumes, scheduling interviews, and facilitating interviews to identify suitable candidates for mid-level hiring

Manage employee onboarding and offboarding processes, ensuring smooth transitions for new hires and leavers

Maintain accurate employee records and ensure confidentiality and security of sensitive information for both local and foreign employees

Process and prepare employment-related letters including employment contracts, confirmation letters, resignation acceptance letters, termination letters, increment letters and bonus letters

Administer employee benefits and handle employee queries related to payroll, benefits, leave, and other HR policies

Prepare and maintain reports on employee attendance, overtime, and leave records

Assist in payroll administration and ensure salary and allowances are paid timely and accurately

Assist with performance appraisal processes and employee development programs

Support line managers in dealing with grievances and disciplinary issues

Handle employee training and development programs, manage and utilize HRDC training grant and applications for government agency grants

Monitor expiration dates of work permits and ensure timely renewals, liaising with relevant authorities for processing

Ensure foreign workers are provided with adequate living accommodations in line with legal requirements and assist with arrangements as necessary

Maintain accurate records of foreign worker status, including work permits, employment contracts, medical certificates, and other essential documentation

Manage office supplies, ensuring inventory is well-stocked and replenished as needed

Oversee office maintenance, liaising with service providers and ensuring a safe and conducive work environment

Prepare and distribute company communications, memos, notices, and other relevant documentation

Assist with organizing company events and meetings

About you

Diploma or Degree holder or above in Human Resource Management or business administration

Minimum of 1-2 years of experience in Human Resources and Administration, preferably with experience handling foreign worker permits and immigration procedures

Familiar with Malaysia's labor laws, work permit regulations, and immigration policies

Knowledge of e-Work Permit system (EPLKS), FOMEMA and related online portals for applications and renewals

Strong communication, interpersonal and analytical skills with the ability to deal with employees at all levels

Self-driven, positive, pro-active, highly motivated individual

Detailed and meticulous

Ability to multi-task with good planning, coordination and follow-up skills

Able to work in a fast-paced environment

Proficient in MS Office applications: Excel, Word and PowerPoint