Human Resource and Admin Executive (Mandarin Speaker)

PDR Group; Kuala Lumpur; On-site; MYR 42,000 - 66,000; Full time

Job summary

PDR Group is seeking an HR & Administration Executive to manage HR, payroll coordination and office administration within a multinational environment. You will handle recruitment, payroll submissions, records and staff benefits while ensuring compliance with Malaysia employment laws.

The role requires 3–5 years of HR/Administration experience, strong MS Office skills, and fluency in English, Bahasa Malaysia and Mandarin.

Qualifications

• Diploma or Degree in Human Resources, Business Administration or equivalent.
• 3–5 years of relevant working experience.
• Experience in HR and Administration functions is required.
• Experience in payroll administration and General Affairs is preferred.
• Working knowledge of the Malaysia Employment Act and labour legislation.
• Good understanding of payroll administration and statutory requirements.
• Knowledge of HR administration and employee relations.
• Basic understanding of compliance, governance and internal control practices.
• Strong planning, organisational and coordination skills.
• Good interpersonal and communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office applications.
• English, Bahasa Malaysia and Mandarin proficiency required, both written and spoken.

Responsibilities

• Manage the full employee lifecycle, including recruitment, onboarding, confirmation, transfer, resignation and offboarding.
• Prepare payroll information and coordinate with the outsourced payroll provider, including EPF, SOCSO, EIS and PCB submissions.
• Maintain employee records, personnel files and HR documentation.
• Administer attendance, leave, medical claims and staff benefits.
• Coordinate probation reviews, confirmation and annual performance appraisal processes.
• Coordinate employee training, development and orientation programmes.
• Ensure HR practices comply with the Employment Act and other statutory requirements.
• Assist Management in implementing HR policies, procedures and employee communication.
• Handle employee enquiries and maintain good employee relations.
• Support manpower planning and recruitment activities.
• Coordinate day-to-day office administration and general office operations.
• Coordinate office maintenance, renovation and facilities management.
• Manage office assets, furniture, stationery and office consumables.
• Coordinate company insurance, licences, permits and statutory renewals.
• Arrange travel bookings, accommodation and visitor arrangements.
• Coordinate vendors relating to office administration and facilities.
• Maintain proper filing and documentation of administrative records.
• Support company events, meetings and employee engagement activities.

Skills

HR

Administration

Payroll coordination

Employee relations

MS Office

English

Bahasa Malaysia

Mandarin

Confidentiality

Education

Diploma or Degree in HR or Business Administration

Tools

Microsoft Office

Job description

Our client is an established Japanese technology company with a strong global presence, specialising in advanced technology solutions across areas. With operations and service networks across multiple countries, the organisation is recognised for its long-standing technical expertise, innovation and commitment to quality.

The Malaysia operation works closely with its regional office and international group network, providing an opportunity for the successful candidate to work in a multinational and professionally structured environment.

About the Role

We are looking for an HR & Administration Executive to manage the full spectrum of Human Resources and General Affairs functions, including recruitment, payroll coordination, employee relations, office administration, compliance coordination and corporate support.

This role plays an important part in ensuring compliance with employment legislation, company policies and internal controls, while supporting Management in strengthening employee engagement, operational efficiency and corporate governance. The role will also coordinate with the regional office on HR, Administration and related corporate matters.

Key Responsibilities

Human Resources

• Manage the full employee lifecycle, including recruitment, onboarding, confirmation, transfer, resignation and offboarding.
• Prepare payroll information and coordinate with the outsourced payroll provider, including EPF, SOCSO, EIS and PCB submissions.
• Maintain employee records, personnel files and HR documentation.
• Administer attendance, leave, medical claims and staff benefits.
• Coordinate probation reviews, confirmation and annual performance appraisal processes.
• Coordinate employee training, development and orientation programmes.
• Ensure HR practices comply with the Employment Act and other statutory requirements.
• Assist Management in implementing HR policies, procedures and employee communication.
• Handle employee enquiries and maintain good employee relations.
• Support manpower planning and recruitment activities.
• Coordinate day-to-day office administration and general office operations.
• Coordinate office maintenance, renovation and facilities management.
• Manage office assets, furniture, stationery and office consumables.
• Coordinate company insurance, licences, permits and statutory renewals.
• Arrange travel bookings, accommodation and visitor arrangements.
• Coordinate vendors relating to office administration and facilities.
• Maintain proper filing and documentation of administrative records.
• Support company events, meetings and employee engagement activities.

Compliance & Corporate Governance

• Maintain SOP registers and document control.
• Coordinate the review and implementation of company policies and procedures.
• Maintain compliance calendars for statutory and corporate requirements.
• Coordinate ISO documentation and certification activities.
• Follow up on internal and external audit action items.
• Monitor corrective and preventive action plans.
• Maintain statutory registers and company records.
• Support Management in strengthening internal controls and governance practices.

Corporate & IT Coordination

• Coordinate HR and administration matters with the regional office.
• Support implementation of Group HR policies and initiatives.
• Coordinate employee onboarding and offboarding with IT.
• Maintain IT asset registers and user assignment records.
• Coordinate user access requests, system access changes and IT administrative matters.
• Prepare HR and Administration reports required by Management or Group.
• Support management meetings and organisational initiatives.

Process Improvement

• Recommend improvements to HR, Administration and General Affairs processes.
• Support digitalisation and process automation initiatives.
• Improve operational efficiency and service quality.
• Participate in company improvement projects and organisational restructuring initiatives.

Requirements

• Diploma or Degree in Human Resources, Business Administration or equivalent.
• 3–5 years of relevant working experience.
• Experience in HR and Administration functions is required.
• Experience in payroll administration and General Affairs is preferred.
• Working knowledge of the Malaysia Employment Act and labour legislation.
• Good understanding of payroll administration and statutory requirements.
• Knowledge of HR administration and employee relations.
• Basic understanding of compliance, governance and internal control practices.
• Strong planning, organisational and coordination skills.
• Good interpersonal and communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office applications.
• English, Bahasa Malaysia and Mandarin proficiency required, both written and spoken.

What We’re Looking For

We are looking for someone who is independent, organised, detail-oriented and professional, with strong integrity and accountability. The successful candidate should be comfortable handling confidential information, coordinating across different stakeholders and taking on additional responsibilities when required.