HR & ADMIN EXECUTIVE

Private Advertiser; Shah Alam; On-site; MYR 47,000 - 71,000; Full time

Benefits offered by this job

Fitness Class & GYM Room

Comprehensive medical coverage for you

Job summary

Private Advertiser in Shah Alam, Malaysia, seeks an HR & Admin Executive to support payroll, recruitment, employee relations, and daily HR operations. You will coordinate the full HR lifecycle, maintain confidential records, ensure statutory compliance, and drive efficient processes across departments.

The role requires a Diploma/Bachelor in HR or Business Admin with at least 3 years of HR/Administration experience. Proficiency in English, Bahasa Malaysia, and Mandarin is advantageous.

Qualifications

• Diploma or Bachelor in Human Resource/Business Administration or related field.
• Minimum 3 years of HR & Administration experience.
• Knowledge of Malaysian Employment Act and statutory requirements (EPF, SOCSO, EIS & PCB).
• Good communication and interpersonal skills.
• Proficient in English, Bahasa Malaysia, and Mandarin; Mandarin a plus.

Responsibilities

• Prepare and process monthly payroll inputs including attendance, overtime, allowances, deductions.
• Submit statutory contributions (EPF, SOCSO, EIS, PCB) by deadlines.
• Coordinate recruitment: ads, sourcing, screening, interviews, offers.
• Conduct new employee orientation and induction.
• Prepare and submit employment contracts for stamping; maintain records.
• Manage offboarding: resignations, tax clearance, handover, exit interviews.
• Maintain accurate HR records and databases.
• Monitor attendance, leave, overtime; ensure policy compliance.
• Coordinate confirmations, probation extensions, and appraisals.
• Prepare HR letters and documentation.
• Liaise with department heads on disciplinary matters.
• Administer employee benefits and welfare programmes.
• Prepare and update Job Descriptions for all positions.
• Prepare monthly HR reports for management.

Skills

Payroll administration

Recruitment coordination

Employee relations

HR data management

MS Office

Bilingual English/Malay

Education

Diploma/Bachelor in HR/BA

Tools

MS Office Suite

Job description

Join one of the world’s leading thermal paper manufacturers and be part of a fast-growing, innovative company that exports to more than 130 countries worldwide. At our company, we believe in empowering our people with the right tools, continuous learning opportunities, and a rewarding career journey. We are looking for a proactive HR & Admin Executive to support payroll administration, recruitment, employee relations, and daily HR operations.

What You’ll Get

• Fitness Class & GYM Room
• Comprehensive medical coverage for you

What You’ll Do

Prepare and process monthly payroll inputs and computation, including attendance, overtime, allowances, commissions, deductions, and other payroll-related information.

Process and submit statutory contributions, including EPF, SOCSO, EIS, PCB (Income Tax), HRD Corp, and other statutory requirements within the stipulated deadlines.

Coordinate the full recruitment process, including job advertisements, candidate sourcing, resume screening, interview scheduling, reference checks, and employment offers.

Conduct new employee orientation and induction programmes.

Prepare and submit employment contracts for LHDN E-Stamping, monitor the stamping status, and maintain proper records of stamped agreements.

Manage the employee offboarding process, including resignation acceptance letters, tax clearance (CP22A), company asset return checklist, email deactivation request, handover documentation, and exit interviews.

Maintain accurate employee personal files, HR databases, and confidential employee records.

Monitor employee attendance, leave applications, medical leave, overtime, and ensure compliance with company attendance policies.

Coordinate employee confirmation, probation extension, and annual performance appraisal.

Prepare HR correspondence, including confirmation letters, increments letters, warning letters, promotion letters, transfer letter, show cause letters, counselling records, disciplinary letters, termination letters, and other employment-related documents.

Liaise with Department Heads to ensure disciplinary issues are handled fairly, consistently, and in compliance with Company policies.

Administer employee benefits, including compassionate tokens, maternity tokens, and other staff welfare programmes.

Prepare, review, and maintain Job Descriptions (JDs) for all positions within the Company.

Coordinate with Department Heads to review and update Job Descriptions periodically or whenever there are changes to job scope, organisational structure, or business requirements.

Prepare and submit monthly HR reports, including headcount, payroll summary, production costing, overtime, manpower movement, and other management reports.

Support internal and external audits by preparing and maintaining HR documentation in accordance with company policies and ISO requirements.

Maintain proper filing systems and ensure all HR and administrative documents are organised, updated, and securely maintained.

Monitor departmental party budgets and staff welfare expenses to ensure claims remain within the approved budget.

Verify the monthly lorry claims submitted by logistics department, ensuring all claims are accurate, complete, and supported by the required documents before submitting to Finance Department.

Liaise with government authorities, statutory bodies, recruitment agencies, and other external parties on HR-related matters.

Ensure compliance with the Employment Act, Industrial Relations practices, company policies, and other applicable labour regulations.

Handle HR-related enquiries.

Undertake special or ad-hoc tasks/ assignments / project as and when required by Management from time to time.

What We’re Looking For

At least Diploma / Bachelor's degree in Human Resource / Business Administration or a related field.

Minimum 3 years of working experience in Human Resources and Administration.

Knowledge of Malaysian Employment Act and statutory requirements (EPF, SOCSO, EIS & PCB).

Experience in HR generalist is an added advantage.

Good communication and interpersonal skills.

Proficient in Microsoft Office (Excel, Word & PowerPoint).

Able to work independently, multitask, and meet deadlines.

Responsible, detail-oriented, and able to maintain confidentiality.

Proficient in English, Bahasa Malaysia, and Mandarin. Mandarin language proficiency is an added advantage, as the role requires communication with Mandarin-speaking employees and stakeholders.