Human Resources Administrator

IntelliPro; Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

IntelliPro in Kuala Lumpur, Malaysia is seeking an HR Administrator to support multi-client service delivery by managing operational coordination, administrative workflows, and financial processing across IT operations, recruitment services, and HRO/BPO initiatives.

You will ensure smooth day-to-day execution so project and operations leads can focus on strategic delivery and stakeholder management, with responsibilities spanning project coordination, procurement, invoicing, onboarding, and HR

Qualifications

• 2-5 years in project coordination or operations support.
• Experience supporting multi-client environments preferred.
• Exposure to procurement, invoicing, or recruitment coordination is a plus.

Responsibilities

• Coordinate cross-client projects and track tasks and timelines.
• Maintain project trackers, documentation, and status updates.
• Coordinate meetings, prepare minutes, and track action items.
• Assist in documentation, reporting, and data consolidation.
• Handle routine coordination between internal teams and stakeholders.
• Support billing, invoicing, and procurement processes.

Skills

Organisational skills

Stakeholder coordination

Attention to detail

Communication skills

Multitasking

Tools

Excel

Confluence

Jira

Job description

We are seeking a HR Administrator to be part of our growing business in Kuala Lumpur, Malaysia. The right candidate will support multi-client service delivery by managing operational coordination, administrative workflows, and financial processing activities across IT operations, recruitment services, and HRO/BPO initiatives.

This role ensures smooth day-to-day execution, allowing project and operations leads to focus on strategic delivery and stakeholder management.

Key Responsibilities

Project & Operational Coordination

• Support coordination across multiple client workstreams (IT operations, recruitment, HRO/BPO project activities)
• Track and follow up on tasks, deliverables, and timelines
• Maintain project trackers, documentation, and status updates
• Coordinate meetings, prepare minutes, and track action items

Administrative & BAU Support

• Support documentation, reporting, and data consolidation
• Handle routine coordination between internal teams and stakeholders
• Ensure proper record keeping for operational activities
• Assist in sourcing and obtaining quotations (e.g. IT equipment, office supplies)
• Coordinate purchase requests and follow up on approvals
• Liaise with vendors for delivery tracking and issue resolution
• Maintain procurement records and documentation

Financial Operations Support (Billing & Invoicing)

• Prepare and calculate invoices based on provided data and commercial terms
• Coordinate with finance for validation and approvals
• Track invoice status and resolve discrepancies

Recruitment & HR Coordination Support

• Assist in onboarding coordination and documentation
• Support workforce transition activities (e.g. HRO employment transfer support)

Stakeholder & Communication Support

• Act as coordination point between internal teams (Operations, Finance, HRS)
• Support communication with client stakeholders for administrative matters
• Ensure timely follow-up on requests and dependencies
• Supports multiple concurrent workstreams across:
• Project operations & support
• HRO/BPO setup and transition projects
• Involves cross-functional coordination (Operations, Finance, HR, Vendors)
• Requires handling of both BAU operations and project-based work

Requirements

Experience

• 2-5 years in project coordination, operations support, or similar role
• Experience supporting multi-stream or multi-client environments preferred
• Exposure to procurement, invoicing, or recruitment coordination is a plus

Skills

• Strong organisational and multitasking ability
• Good stakeholder coordination and communication skills
• Attention to detail (especially for billing and documentation)
• Ability to manage repetitive processes with accuracy
• Comfortable working in fast-paced, evolving environments

Tools (Good to Have)

• Proficiency with advanced Excel formulation and project tracking tools (e.g. Confluence, Jira, etc.)
• Basic understanding of financial processes (invoicing, PO tracking)