Human Resources & Administration Executive

Adastria (Malaysia) Sdn Bhd; Petaling Jaya; On-site; MYR 48,000 - 72,000; Full time

Job summary

Adastria (Malaysia) Sdn Bhd is seeking a dedicated Human Resources & Administration Executive to manage the full employee lifecycle, payroll processing, and office administration. You will recruit, onboard, maintain records, ensure payroll accuracy and handle employee relations in a fast-paced retail environment.

You will also coordinate benefits, training, policy updates and engagement activities while ensuring compliance with Malaysian labour laws and company policies.

Responsibilities

• Manage the full employee lifecycle: recruitment, onboarding, confirmation, transfers, promotions and offboarding.
• Prepare and publish job advertisements, screen resumes, conduct background checks, coordinate interviews, and communicate with candidates throughout the process.
• Conduct new employee orientation and ensure onboarding documentation is completed.
• Maintain accurate and confidential employee records, contracts and HR information systems.
• Process and administer monthly payroll accurately and on time, including deductions and adjustments.
• Maintain attendance, leave and timesheet records for payroll processing.
• Prepare and submit payroll statutory contributions (EPF, SOCSO, EIS, EPF and other requirements).
• Coordinate annual payroll activities and statutory reporting such as EA Forms and CP8D submissions.
• Manage employee benefits, insurance, medical claims and leave administration.
• Handle employee relations matters per policy and Malaysian Labour laws.
• Support HR policies, SOPs and employee handbook updates.
• Coordinate performance appraisals, confirmations and career development processes.
• Organise staff engagement activities and company events.
• Ensure compliance with labour laws and company policies.
• Prepare HR reports and manpower statistics for management.
• Oversee daily administrative operations of the office and facilities.
• Source quotations, negotiate with vendors and procure office supplies and services.
• Verify staff expense claims and process reimbursements.
• Coordinate travel arrangements and organise meetings and minutes when required.

Job description

Human Resources & Administration Executive

What we look for If you love fashion and clothes, this is a job where you can put . Unlike many apparel jobs, so you can enjoy working in a fun environment with Play Fashion!. for a passionate and results-driven Retail Leader and Associate Advisor to join our team as we launch niko and ...(https://www.dot-st.com/nikoand/), one of Japan's most renowned fashion and lifestyle retail brands. As we prepare to open our first Malaysian store at 1 Utama Shopping Centre, followed by our second store at Pavilion Bukit Jalil and more, we are seeking an experienced retail professional to lead our flagship store and help establish the brand's presence in Malaysia.

If you have a strong background in fashion retail, thrive in a fast-paced environment, enjoy developing high-performing teams, and are committed to delivering exceptional customer experiences, we'd love to hear from you to join us for the fun environment with Play Fashion!.

Brand Introduction

niko and... offers the happiness of creating your own unique style by adding . It's a multi-brand shop with a wide range of products from apparel to interior goods. We invite you to join us and introduce .

Company Introduction

Global Work, Niko and..., Lowrys Farm, and other brands are part of a casual fashion specialty store chain that operates over 17 brands in Japan and overseas with approximately 1,300 stores worldwide . Their slogan, "Play fashion!", reflects their desire to "enjoy fashion and life while delivering lots of excitement to the world."

Human Resources (HR) Responsibilities

Manage the full employee lifecycle, including recruitment, onboarding, confirmation, transfers, promotions, and offboarding.

Prepare and publish job advertisements, screen resumes, conduct background screening, coordinate interviews, and communicate with candidates throughout the recruitment process.

Conduct new employee orientation and ensure all onboarding documentation is completed.

Maintain accurate and confidential employee records, personnel files, employment contracts, and HR information systems.

Process and administer monthly payroll accurately and on time, ensuring compliance with company policies and statutory requirements.

Calculate employees salaries, overtime, allowances, commissions, deductions, unpaid leave, and other payroll adjustments.

Maintain attendance, leave, and timesheet records for payroll processing.

Prepare and submit payroll related statutory contributions, including EPF, SOCSO, EIS, SKBBK, PCB and other relevant statutory requirements.

Coordinate annual payroll activities, including EA Forms, CP8D submissions, and other statutory reporting.

Manage employee benefits, insurance, medical claims, and leave administration.

Handle employee relations matters, including disciplinary actions, grievances, counselling, and conflict resolution in accordance with company policies and Malaysian Employment Act requirements.

Support the development, implementation, and review of HR policies, SOPs, and employee handbook updates.

Coordinate performance appraisals, employee confirmation, and career development processes.

Organise employee engagement activities, staff welfare programmes, and company events.

Coordinate employee training and development programmes and maintain training records.

Ensure compliance with Malaysian labour laws, statutory regulations, and company policies.

Prepare HR reports, manpower statistics, and other HR-related documentation for management.

Administrative Responsibilities

Oversee the daily administrative operations of the office to ensure smooth and efficient business operations.

Manage office facilities, equipment, maintenance, and repairs by coordinating with landlords, contractors, and service providers.

Monitor and replenish office supplies, pantry items, stationery, and other operational requirements.

Source quotations, negotiate with vendors, and coordinate the procurement of office supplies and services.

Verify staff expense claims, process reimbursements, and review administrative invoices.

Liaise with vendors, government agencies, bankers and local authorities on administrative matters.

Coordinate travel arrangements, including flight bookings, accommodation, transportation, and travel itineraries for employees and management.

Organise meetings, prepare meeting rooms, coordinate schedules, and assist with meeting minutes when required.

Handle incoming and outgoing correspondence, courier services, document filing, and records management.

Assist in preparing official letters, agreements, reports, presentations, and other business documents.

Coordinate company events, annual dinners, team-building activities, festive celebrations, and corporate functions.

Ensure the office environment is clean, safe, organised, and conducive to productivity.

Provide administrative support to senior management and various departments.

Perform any other HR and administrative duties assigned by management from time to time.

Unlock job insights

Hirer responsiveness Salary match Number of applicants

What can I earn as a Human Resources and Administration Executive