HR & Admin Executive — Payroll, Compliance & ISO

Yosogo Writing Instrument Sdn Bhd; Butterworth; On-site; MYR 45,000 - 78,000; Full time

Job summary

Yosogo Writing Instrument Sdn Bhd in Penang, Malaysia, is seeking a Human Resources and Administration Executive to oversee HR, payroll, audits, and ISO compliance. You will handle recruitment, payroll, statutory submissions, and liaise with DOSH, LHDN, JTK, and Immigration.

Responsibilities include managing payroll, HR administration, KPI records, training, employee relations, foreign worker processes, and company audits. ISO and regulatory duties are essential in this role.

Qualifications

• Possess a Diploma or Bachelor's Degree in Human Resources Management, Business Administration, or a related field
• A Master's Degree will be an added advantage
• Proven working experience in Human Resources, payroll management, statutory compliance, and ISO-related requirements
• Strong knowledge of Malaysian labour laws, employment regulations, tax requirements, statutory contributions, and ISO quality management standards
• Proficient in payroll systems, Microsoft Office applications, and HR/ISO-related software or tools
• Experience in handling government statutory submissions and liaising with relevant authorities
• Strong analytical, problem-solving, organizational, and administrative skills
• Excellent communication, interpersonal, negotiation, and employee relations skills
• Ability to work independently, manage multiple priorities, meet deadlines, and handle confidential information with professionalism and integrity
• Experience in audit preparation, ISO documentation, compliance, and social compliance requirements
• Knowledge and experience in KPI preparation, performance appraisal, and employee performance management
• Proficient in SQL Payroll and SQL Accounting will be an added advantage
• Willing to travel when required for government matters, audits, training, inspections, meetings, or other company-related assignments
• A proactive, responsible, mature, and positive attitude, with a strong sense of ownership and commitment to delivering results
• Willing to perform ad hoc duties and responsibilities as assigned by the Director and Management
• What you can expect from us:-

Responsibilities

• Oversee and manage the full spectrum of Human Resources functions, including recruitment and selection, compensation and benefits, training and development, employee welfare and engagement, performance management, employee relations, and general HR administration.
• Manage the end-to-end payroll process, including monthly payroll preparation, verification, payroll reporting, and timely submission of statutory contributions and payments.
• Ensure compliance with applicable employment laws, labour regulations, tax requirements, and statutory requirements, and maintain up-to-date knowledge of relevant legislation and regulatory changes.
• Liaise and communicate with relevant government authorities and statutory bodies on HR and employment-related matters, including the Department of Occupational Safety and Health (DOSH/JKKP), Inland Revenue Board of Malaysia (LHDN), Jabatan Tenaga Kerja (JTK), Immigration Department of Malaysia, and other relevant government agencies.
• Manage employee relations matters, including employee grievances, conflict resolution, counselling, disciplinary actions, misconduct investigations, and performance-related issues in accordance with company policies and applicable labour laws.
• Administer employee benefits programmes and ensure accurate and up-to-date employee records and documentation.
• Maintain and regularly update personnel files for all employees, ensuring that employment records, supporting documents, permits, certificates, and other HR documentation are properly maintained and readily available when required.
• Prepare, monitor, and update monthly KPI and performance appraisal records for operational employees, working closely with department supervisors and management to ensure accurate performance evaluation.
• Conduct and coordinate employee training, orientation, induction programmes, workshops, and other HR-related development activities based on business and operational requirements.
• Collaborate with management and department heads to promote a positive working environment, strengthen employee engagement, improve employee welfare, and support effective workforce management.
• Handle employee grievances and provide appropriate counselling and support where necessary, while maintaining confidentiality and professionalism.
• Manage the full process of foreign worker applications, including preparation of relevant documentation, submission of applications, coordination with agents and government authorities, and monitoring application status.
• Manage foreign worker work permit/PLKS renewal, including monitoring permit expiry dates, preparing and submitting renewal documentation, coordinating required processes, and ensuring timely renewal to maintain compliance.
• Coordinate and arrange FOMEMA medical examinations for foreign workers and monitor medical examination status to ensure compliance with immigration and employment requirements.
• Manage and maintain foreign worker hostel/accommodation, including hostel administration, occupancy records, cleanliness and maintenance coordination, periodic inspections, employee welfare, and compliance with applicable requirements.
• Assist management in handling company audits, including preparation and compilation of relevant HR, payroll, employee, statutory, foreign worker, and administrative documents, as well as coordinating audit requirements and follow-up actions.
• Assist the Director in coordinating and preparing documentation for internal and external audits, inspections, customer/social compliance audits, ISO-related audits, and government inspections when required.
• Collaborate with cross-functional departments to ensure HR and administrative processes are implemented in accordance with ISO quality management requirements and company procedures.
• Maintain proper documentation and records to support ISO compliance, internal controls, audit readiness, and continuous improvement of HR processes.
• Assist the Director in managing and coordinating company insurance matters, including renewal, documentation, claims coordination, policy records, and communication with insurance companies or brokers.
• Be responsible for monitoring and arranging the renewal of company vehicles' road tax and insurance, ensuring all relevant documents and renewals are completed on time.
• Monitor and administer company vehicles and related documentation, including insurance policies, road tax, renewal schedules, and other relevant records.
• Support management in identifying opportunities to improve HR policies, procedures, employee engagement, workforce efficiency, and administrative processes.
• Maintain confidentiality of employee and company information at all times and ensure HR practices are handled with professionalism and integrity.
• Perform other ad hoc duties and responsibilities as assigned by the Director and Management from time to time.

Skills

Payroll systems

ISO standards

Malaysian labour laws

Tax regulations

MS Office

Communication

Attention to detail

SQL Payroll

SQL Accounting

Education

Diploma or Bachelor's in HR/Business

Master's degree (advantage)

Tools

SQL Payroll

SQL Accounting

Job description

Yosogo Writing Instrument Sdn Bhd in Penang, Malaysia, is seeking a Human Resources and Administration Executive to oversee HR, payroll, audits, and ISO compliance. You will handle recruitment, payroll, statutory submissions, and liaise with DOSH, LHDN, JTK, and Immigration.

Responsibilities include managing payroll, HR administration, KPI records, training, employee relations, foreign worker processes, and company audits. ISO and regulatory duties are essential in this role.