HR & Admin Executive, Penang, Malaysia

Bloomsbury Capital Investment Pte. Ltd.; Penang; On-site; MYR 47,000 - 73,000; Full time

Job summary

Bloomsbury Partners seeks a capable HR & Admin Executive to manage day-to-day HR and administrative operations in Malaysia, ensuring compliance with Employment Act 1955 and statutory requirements. The role covers Johor Bahru and Penang, handling recruitment, onboarding, contracts, payroll inputs, and office administration with proactive independence.

The successful candidate will be hands-on, organized, and able to work with minimal supervision, supporting management and project teams across

Qualifications

• Diploma or Bachelor's degree in HRM, Business Administration or related discipline preferred.
• Minimum 2 years of relevant HR and administrative experience.
• Working knowledge of Malaysian employment laws, statutory contributions, payroll administration and HR practices.
• Able to independently manage day-to-day HR and administrative operations with minimal supervision.
• Strong organizational, coordination, time management and problem-solving skills.
• Good written and verbal communication in English and Bahasa Malaysia; Mandarin an advantage.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• High integrity, discretion and attention to confidentiality.

Responsibilities

• Manage day-to-day HR and administrative functions for Malaysia operations (Johor Bahru and Penang).
• Coordinate recruitment, onboarding, contract preparation, and staff movements.
• Maintain HR records, payroll inputs, leaves and attendance; liaise with payroll providers.
• Develop and maintain HR policies, SOPs, employee handbooks, and compliance records.
• Oversee office administration, procurement, vendor management and document control.
• Support management with HR reports, headcount, leave and payroll summaries.

Job description

Bloomsbury Partners is a real estate investment and asset management firm specializing in real estate acquisition, development, asset management, and real estate advisory for strategic capital deployment across key APAC markets. We currently have three ongoing projects in Malaysia and are looking for a capable and independent HR & Admin Executive to support our growing operations across Johor Bahru and Penang.

Job Summary

The HR & Admin Executive will be responsible for managing the company's day-to-day human resources and administrative functions in Malaysia, ensuring compliance with applicable Malaysian employment laws and statutory requirements, while providing reliable operational support to management and project teams. The ideal candidate is hands-on, organized, proactive and able to work independently with minimal supervision.

Key Responsibilities

1. Human Resource Management

• Manage the full employee lifecycle, including recruitment, onboarding, confirmation, employee transfers, resignations and offboarding.
• Coordinate recruitment activities, including job postings, candidate screening, interview scheduling and offer preparation.
• Maintain employee records, personnel files and HR databases, ensuring accuracy and confidentiality.
• Prepare employment contracts, HR letters, confirmation letters, warning letters and other employment-related documentation.
• Monitor probation periods, employment contract renewals, attendance, leave balances and employee movements.
• Support employee engagement, performance management and staff welfare initiatives.

2. Malaysian Employment Law & Statutory Compliance

• Maintain up-to-date knowledge of applicable Malaysian employment laws, regulations and statutory requirements.
• Ensure HR policies, employment contracts and workplace practices comply with applicable legislation, including the Employment Act 1955 and relevant state-specific or other applicable requirements.
• Coordinate statutory registrations, submissions, payments and employee tax-related documentation.
• Monitor compliance with applicable requirements relating to working hours, overtime, rest days, public holidays, annual leave, sick leave, maternity leave, paternity leave and termination benefits.
• Keep abreast of legislative changes and advise management on HR implications and recommended actions.
• Coordinate work permit, employment pass and foreign employee documentation where applicable.
• Maintain proper compliance records and support statutory inspections, audits and employment-related enquiries.

3. Payroll & Benefits Administration

• Coordinate and process monthly payroll accurately and in a timely manner.
• Verify attendance, overtime, allowances, claims, deductions, leave records and other payroll inputs.
• Liaise with payroll providers, finance teams and relevant authorities on payroll matters.
• Prepare payroll summaries, payroll reports and supporting documentation for management and finance.
• Administer employee benefits, medical coverage, insurance and other staff entitlements.
• Reconcile payroll records and statutory contribution reports.

4. HR Policies & Employee Relations

• Develop, review and maintain employee handbooks, HR policies, SOPs and internal guidelines.
• Ensure consistent implementation of HR policies across Johor Bahru and Penang.
• Handle employee queries relating to HR policies, compensation, benefits, leave and employment matters.
• Assist in addressing employee grievances, disciplinary matters and workplace disputes professionally and confidentially.
• Support management in conducting disciplinary processes and documenting appropriate follow-up actions.
• Promote a professional, respectful and compliant working environment.

5. Office & Administrative Management

• Oversee day-to-day office administration and ensure smooth office operations.
• Manage office supplies, equipment, stationery, utilities, maintenance and service providers.
• Coordinate office access, keys, security arrangements and general workplace facilities.
• Manage incoming and outgoing correspondence, courier services, filing and document control.
• Organize meetings, appointments, travel arrangements, accommodation and business itineraries when required.
• Maintain administrative records, contact lists, inventories and office documentation.
• Provide general administrative support to management and project teams across both locations.
• Obtain quotations, compare pricing and coordinate purchases of office supplies, equipment and services.
• Liaise with vendors, landlords, building management and service providers.
• Monitor vendor contracts, renewal dates, service quality and payment documentation.
• Assist in preparing purchase requests, expense claims and invoices for approval.
• Ensure procurement and administrative expenditure follows approved company procedures and budgets.

7. Finance & Expense Administration

• Coordinate staff claims, reimbursements, petty cash and office-related expenses, where applicable.
• Check supporting documents and ensure expenses are properly recorded and submitted for approval.
• Assist with invoice tracking, payment follow-ups and administrative expense reporting.
• Coordinate with finance on payroll records, vendor documentation and month-end supporting schedules.
• Maintain accurate records for audit and internal control purposes.

8. Management & Project Team Support

• Provide administrative and HR support to management and project teams in Johor Bahru and Penang.
• Coordinate staff movements, recruitment requirements and manpower planning for ongoing projects.
• Assist in preparing HR reports, headcount summaries, leave reports, payroll summaries and administrative updates.
• Track key HR deadlines, contract renewals, statutory submissions and administrative deliverables.
• Act as a key coordination point between management, employees, vendors and external service providers.
• Undertake other HR and administrative duties as assigned by management.

9. Document Control, Confidentiality & Data Protection

• Maintain an organized filing system for employment contracts, payroll records, statutory documents and administrative files.
• Safeguard confidential employee, payroll and company information.
• Handle personal data in accordance with applicable Malaysian data protection requirements and company policies.
• Ensure proper document retention, access controls and audit readiness.
• Maintain accurate records and ensure timely retrieval of documents when required.

Requirements & Qualifications

• Diploma or Bachelor's degree in Human Resource Management, Business Administration or a related discipline is preferred.
• Minimum 2 years of relevant experience in HR and administrative functions.
• Working knowledge of Malaysian employment laws, statutory contributions, payroll administration and HR practices.
• Able to independently manage day-to-day HR and administrative operations with minimal supervision.
• Strong organizational, coordination, time management and problem-solving skills.
• Good written and verbal communication skills in English and Bahasa Malaysia. Mandarin is an advantage.
• Proficient in Microsoft Office, particularly Excel, Word and Outlook.
• High level of integrity, discretion and attention to detail, especially when handling confidential information.
• Proactive, resourceful, responsible and comfortable working in a fast-paced environment.

Preferred Attributes

• Experience supporting multiple offices, project teams or growing businesses.
• Experience in real estate, property development, construction or asset management environments.
• Able to prioritize competing deadlines and resolve operational matters independently.
• Comfortable liaising with government authorities, external consultants, payroll providers and vendors.