HR & Corporate Affairs Associate

Haitian Machinery (Malaysia) Sdn Bhd; Kulai; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reputable machinery firm located in Kulai, Johor is seeking an HR and Administration Executive. The role involves managing HR functions, office administration, and front desk duties. Candidates should possess a Bachelor's degree in Human Resources with 2–3 years of relevant experience, strong communication skills, and proficiency in Mandarin, English, and Bahasa Malaysia. The position offers a dynamic working environment in compliance with Malaysian regulations.

Qualifications

• At least 2–3 years of relevant experience in HR and corporate administration.
• Public relations experience of at least 1 year is a plus.
• Proficiency in Mandarin, English, and Bahasa Malaysia.

Responsibilities

• Handle HR administrative functions and recruitment activities.
• Manage office administration and document filing.
• Oversee front desk duties and maintain a professional reception area.

Skills

Proficient in Mandarin

Strong communication skills

Relationship-building

Detail-oriented

Ability to multitask

Education

Bachelor’s degree in Human Resources or related field

Job description

Haitian Machinery (Malaysia) Sdn Bhd – Kulai, Johor

HR Responsibilities

• Handle HR administrative functions, including employee records, personal files, contracts, and documentation
• Support recruitment activities: job postings, screening resumes, interview coordination, onboarding & offboarding
• Prepare HR letters (offer letters, confirmation letters, warning letters, resignation acceptance, etc.)
• Assist in payroll preparation, attendance tracking, leave management, and overtime records
• Ensure compliance with Malaysia labour laws, company policies, and internal HR procedures
• Coordinate staff welfare activities, training arrangements, and internal communications
• Act as a point of contact for employees on basic HR and administrative matters

Administration Responsibilities

• Manage office administration, including stationery, supplies, office maintenance, and vendor coordination
• Handle document filing, data management, and record keeping (physical & digital)
• Assist in preparing reports, memos, and internal documents
• Coordinate meetings, appointments, and company events
• Ensure smooth daily office operations and administrative support to management

Front Desk Responsibilities

• Manage front desk and reception duties, including greeting visitors and handling incoming calls
• Handle mail, courier services, and general inquiries professionally
• Maintain a neat, professional reception area at all times
• Support visitor registration, access control, and meeting arrangements
• Liaise with government authorities (e.g. Labour Department, Immigration, local councils, EPF, SOCSO, LHDN, etc.)
• Handle submissions, applications, renewals, and follow-ups with government agencies
• Coordinate company matters related to licenses, permits, inspections, and statutory compliance
• Prepare and translate official correspondence in Mandarin, Malay, and English when required
• Represent the company professionally when dealing with external agencies and officials
• Manage matters related to foreign workers and expatriates, including work permits, visa applications, renewals, and cancellations with relevant authorities (Immigration, MYEG, ES, FOMEMA, etc.)
• Coordinate medical check-ups, insurance, levy payment, and hostel/accommodation arrangements for foreign workers
• Maintain proper records and monitoring of permit expiry dates and compliance requirements
• Liaise with government agencies, embassies, and appointed agents on foreign worker matters
• Handle documentation for foreign worker onboarding and repatriation process upon contract completion or termination
• Ensure full compliance with Malaysian regulations related to foreign worker employment and reporting requirements

Job Requirements

• Bachelor’s degree or equivalent in Human Resources, Business Administration, Communications, or related field
• At least 2–3 years of relevant experience in HR and corporate administration, with public relations experience of at least 1 year considered a plus
• Proficient in spoken and written Mandarin, fluent in English and Bahasa Malaysia; able to communicate professionally with employees, stakeholders, and government authorities
• Strong sense of responsibility, professionalism, and ethics
• Excellent communication, relationship-building, and stakeholder management skills
• Proactive, detail-oriented, and able to handle multiple administrative and corporate tasks efficiently