HR & Admin Specialist

ZICHEN MALAYSIA SDN. BHD.; Gurun; On-site; MYR 36,000 - 48,000; Full time

Job summary

ZICHEN MALAYSIA SDN. BHD. is seeking an organized HR & Admin Executive to manage day-to-day HR and administrative operations in Kedah. You will handle full employee lifecycle and ensure compliance with Malaysian labor laws for a smooth-running office.

Responsibilities include recruitment, onboarding/offboarding, payroll processing, and expat pass/visa coordination. Diploma or Bachelor’s in HR/Business with 2+ years’ experience and strong communication required.

Qualifications

• Diploma or Bachelor's degree in HRM, Business Admin or related field.
• Minimum 2 years of HR and administration experience.
• Familiar with Malaysian Employment Act and statutory submissions.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Strong communication and interpersonal skills.
• High integrity and confidentiality.
• Detail-oriented and multitask in a fast-paced environment.
• Good command of English and Bahasa Malaysia; Mandarin is a plus.

Responsibilities

• Manage end-to-end recruitment: ads, screening, interviews, references.
• Handle onboarding and offboarding, contracts, orientation, settlements.
• Process monthly payroll and statutory contributions; file with authorities.
• Assist in performance reviews, training coordination, employee engagement.
• Address queries, grievances, disciplinary matters per policy.
• Oversee office administration: procurement, facilities, equipment maintenance.
• Coordinate work passes and visas with authorities.
• Arrange expatriate housing, leases, utilities and maintenance.
• Arrange transportation for foreign staff and visitors.
• Maintain records of foreign passes and renewals.

Skills

Recruitment coordination

Payroll processing

Employee relations

HRIS familiarity

Communication skills

MS Office

Education

Diploma or Bachelor's in HR/Business

Tools

HRMS/HRIS

Payroll software

Job description

We are seeking a highly organized and proactive HR & Admin Executive to manage the day-to-day human resources and administrative operations of our office. You will be responsible for the full employee lifecycle, ensuring compliance with Malaysian labor laws, and maintaining a smooth-running office environment.

Key responsibilities

Manage the end-to-end recruitment process: drafting job advertisements, screening candidates, scheduling interviews, and conducting reference checks

Handle full onboarding and offboarding processes, including preparing employment contracts, orientation, exit clearances, and final settlements

Process monthly payroll, statutory contributions (EPF, SOCSO, EIS, PCB), and ensure timely submission to relevant government bodies

Assist in performance appraisal cycles, training coordination, and employee engagement activities

Address employee queries, grievances, and disciplinary matters in accordance with company policy and the Employment Act 1955

Oversee general office administration, including procurement of office supplies, equipment maintenance, and facility management

Liaise with agents to handle the application, renewal, and cancellation of work passes and related visas for foreign employees with the relevant authorities such as MYXpats, MES, Immigration Department, and other regulatory bodies

Coordinate accommodation arrangements for expatriate and foreign employees, including sourcing housing, handling tenancy agreements, and managing utilities or maintenance issues

Assist with transportation arrangements such as airport pickups, local transport, and driver scheduling for foreign employees and visiting expatriates

Maintain and update records of all foreign employee passes, permits, and expiry dates, and send timely reminders for renewals

About you

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

Minimum 2 years of relevant experience in HR and administration

Familiarity with the Malaysian Employment Act, statutory submission procedures, and HR best practices

Proficiency in Microsoft Office (Word, Excel, PowerPoint)

Experience with HRMS/HRIS or payroll software is an added advantage

Strong communication and interpersonal skills

High level of integrity and confidentiality

Detail-oriented and able to multitask in a fast-paced environment

Good command of English and Bahasa Malaysia

Mandarin will be an added advantage