HR-Admin Officer

Elentec Malaysia; Selangor; On-site; MYR 33,000 - 56,000; Full time

Job summary

Elentec Malaysia is recruiting an HR & Admin Officer to support day-to-day human resources and office administration at our Selangor site. The role covers employee records, recruitment, onboarding, and general administrative duties, with a focus on compliance and confidentiality.

The ideal candidate will have 2–3 years in HR/administration, knowledge of Malaysian employment practices, and comfort handling foreign worker documentation within a manufacturing setting.

Qualifications

• Diploma or Bachelor's Degree in HR/BA/Management or related field.
• Minimum 2–3 years HR and administration experience.
• Experience in manufacturing or multinational environment is an advantage.
• Experience handling foreign workers is an advantage.
• Good knowledge of Malaysian employment practices.

Responsibilities

• Handle day-to-day HR activities and provide support to employees and management.
• Maintain and update employee personal files, records, and HR databases.
• Prepare HR-related documents, letters, forms, memos, and notices.
• Coordinate recruitment processes from job posting to onboarding and liaising with agencies.
• Coordinate onboarding and orientation programs for new employees.
• Assist in managing foreign worker documentation and employment-related requirements.
• Coordinate administrative tasks across HR, facilities, and compliance.

Education

Diploma or Bachelor's Degree in Human Resources, Business Administration, Management, or related field

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Elentec Malaysia – Telok Panglima Garang, Selangor

Position: HR & Admin Officer
Department: Human Resources & Administration

2. Job Purpose

To support and manage day-to-day Human Resources and Administration activities, ensuring smooth employee management, office operations, documentation, compliance, recruitment, employee engagement, and general administrative functions.

The role requires a highly organized, responsible, and multitasking individual who can manage multiple HR and administrative tasks while providing effective support to employees, management, and other departments.

3. Key Responsibilities

A. Human Resources Management

• Manage day-to-day HR activities and provide support to employees and management.
• Maintain and update employee personal files, records, and HR databases.
• Prepare and maintain HR-related documents, letters, forms, memos, and notices.
• Handle employee confirmation, transfer, promotion, resignation, termination, and other employment-related documentation.
• Monitor employee attendance, leave, absenteeism, and disciplinary records without handling payroll processing.
• Assist in managing employee grievances, complaints, and workplace issues.
• Support employee disciplinary processes, including preparation of warning letters, show‑cause letters, and related documentation.
• Ensure HR policies, procedures, and company rules are properly communicated and implemented.
• Assist in developing and updating HR policies, procedures, and employee handbooks.
• Maintain confidentiality of employee and company information.

B. Recruitment & Staffing

• Coordinate the full recruitment process from job posting to onboarding.
• Prepare job advertisements and coordinate recruitment activities.
• Screen applications and shortlist suitable candidates.
• Arrange interviews and coordinate interview schedules with hiring managers.
• Conduct initial interviews where required.
• Prepare employment offers, appointment letters, and other recruitment documents.
• Coordinate pre‑employment documentation and requirements.
• Liaise with recruitment agencies, job portals, and external recruitment partners.
• Monitor manpower requirements and recruitment progress.
• Coordinate onboarding and orientation programs for new employees.
• Assist in managing foreign worker documentation and employment‑related requirements.
• Monitor passport, visa, work permit, medical examination, and other relevant documents.
• Maintain accurate records of foreign worker documentation and expiry dates.
• Coordinate renewal and application processes with relevant authorities and agents.
• Liaise with government agencies, recruitment agencies, and relevant external parties.
• Assist with foreign worker onboarding, accommodation, transportation, and other administrative arrangements.
• Maintain proper records for foreign worker compliance and documentation.

D. Employee Welfare & Engagement

• Coordinate employee welfare activities, events, and engagement programs.
• Assist in organizing company activities, celebrations, meetings, and employee programs.
• Handle employee welfare matters and coordinate appropriate follow‑up.
• Support employee communication and engagement initiatives.
• Assist with hostel/accommodation arrangements and employee facilities where applicable.
• Coordinate employee transportation, meals, uniforms, and other welfare‑related arrangements when required.

E. Training & Development Administration

• Coordinate internal and external training programs.
• Identify training requirements in coordination with department heads.
• Arrange training schedules, venues, trainers, materials, and attendance.
• Maintain employee training records and certificates.
• Monitor mandatory training and certification expiry dates.
• Assist in preparing training reports and documentation.
• Support employee development and competency programs.

F. Administration

• Manage daily office and general administrative activities.
• Handle correspondence, letters, emails, notices, and internal communications.
• Maintain proper filing systems for HR and administrative documents.
• Manage office supplies, stationery, equipment, and general administrative requirements.
• Coordinate office maintenance, repairs, cleaning, security, and other facility‑related matters.
• Liaise with contractors, suppliers, service providers, and building management.
• Arrange meetings, appointments, visitors, and company events.
• Manage company administrative records and documentation.
• Prepare purchase requests, quotations, comparison sheets, and administrative documents where required.
• Monitor administrative expenses and ensure proper documentation.
• Assist management with ad‑hoc administrative tasks and assignments.

G. Facilities & Workplace Management

• Coordinate general workplace and office facility requirements.
• Monitor office cleanliness, housekeeping, security, and maintenance.
• Coordinate repair and maintenance works with relevant vendors.
• Monitor company assets, equipment, furniture, and office facilities.
• Assist in managing meeting rooms, common areas, employee facilities, and other workplace resources.
• Coordinate office relocation, renovation, setup, and improvement projects when required.
• Assist in ensuring HR and administrative activities comply with applicable laws, regulations, and company policies.
• Liaise with government authorities and external parties on HR and administrative matters.
• Assist with inspections, audits, and government inquiries.
• Maintain documentation required for statutory and regulatory compliance.
• Monitor relevant licenses, permits, certificates, and expiry dates.
• Support preparation of documents for internal and external audits.
• Keep updated on changes in employment and administrative requirements.

I. HR Reporting & Documentation

• Prepare HR and administrative reports for management.
• Maintain accurate employee headcount and manpower records.
• Prepare monthly HR reports and management summaries.
• Track employee movement, recruitment status, absenteeism, leave, turnover, and other HR indicators.
• Maintain HR databases and filing systems.
• Prepare presentations, reports, spreadsheets, and management documents when required.
• Ensure HR documentation is complete, accurate, and properly maintained.

J. Employee Communication

• Act as a point of contact for employees regarding HR and administrative matters.
• Communicate company policies, procedures, announcements, and important information to employees.
• Prepare internal announcements, notices, memos, and circulars.
• Coordinate communication between management and employees.
• Assist in resolving employee questions and directing complex matters to the appropriate person.

K. Audit & Document Control

• Support HR-related internal and external audits.
• Prepare documents and records required for customer, certification, compliance, and corporate audits.
• Ensure HR documents are properly controlled, updated, and accessible.
• Follow up on audit findings and corrective actions related to HR and administration.
• Maintain proper document retention and filing practices.

L. Ad-Hoc & Multitasking Responsibilities

• Handle multiple HR and administrative tasks simultaneously according to business priorities.
• Provide administrative support to management and other departments.
• Assist with company projects, events, recruitment drives, audits, inspections, and special assignments.
• Take ownership of urgent and time‑sensitive HR/admin matters.
• Support other departments when required to ensure smooth business operations.
• Perform any other duties and responsibilities assigned by management from time to time.

4. Key Performance Areas (KPI)

• Accuracy and completeness of HR documentation.
• Recruitment turnaround time and manpower fulfillment.
• Employee record and document compliance.
• Timely completion of HR and administrative activities.
• Employee service and response time.
• Training coordination and record accuracy.
• Administrative efficiency and cost control.
• Audit readiness and closure of HR-related findings.
• Ability to manage multiple tasks and priorities effectively.

5. Authority

• To coordinate HR and administrative activities within assigned responsibilities.
• To communicate HR policies and procedures to employees.
• To coordinate with external vendors, agencies, and government authorities within authorized limits.
• To elevate employee, compliance, or administrative issues to management when necessary.

6. Qualifications & Experience

• Diploma or Bachelor's Degree in Human Resources, Business Administration, Management, or related field.
• Minimum 2–3 years of experience in HR and administration preferred.
• Experience in manufacturing or a multinational company environment is an advantage.
• Experience handling foreign workers is an advantage.
• Good knowledge of Malaysian employment practices and HR administration.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Good organizational and documentation skills.
• Multitasking and time management.
• Strong organizational skills.
• Good communication and interpersonal skills.
• Problem‑solving and critical thinking.
• Ability to work independently and as part of a team.
• Ability to prioritize urgent and important tasks.
• Good follow‑up and coordination skills.
• Discretion and confidentiality.
• Adaptability and willingness to take on different responsibilities.
• Ability to work in a fast‑paced manufacturing environment.

8. Payroll Exclusion

This position does not include payroll processing, salary calculation, salary payment processing, or payroll administration as part of its core responsibilities.

The position may only provide relevant attendance or employee information to the responsible payroll function when required.