【Japanese Speaker】HR & Admin Executive

Reeracoen Recruitment; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A recruitment agency in Kuala Lumpur is seeking an administrative and HR professional to manage company facilities and employee records. This role involves travel coordination, handling invoices, and maintaining legal documents. The ideal candidate will possess strong organizational skills and experience in HR functions. You'll also assist expatriates with their relocation matters and ensure compliance with internal policies and local regulations.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent communication skills for liaising with various stakeholders.
• Experience in administrative roles, particularly in an HR context.

Responsibilities

• Administrate the company's facilities and resources.
• Handle travel bookings and all related expenses.
• Manage employee attendance and HR documentation.

Job description

Administration

• Administrate company's facilities, such as rented apartments, mobile phones, company's cars, water dispenser and other office equipment.
• Flight booking, hotel reservation, and other travelling matters.
• Purchases office equipment, stationeries and pantry items.
• Sourcing, reviewing and negotiating on quotation, prices, delivery schedule and terms and conditions.
• Handling all invoices, payments, and other accounting matters.
• Prepare letters and documents such as RINGI, PO, and IPO/PRF as needed in accordance with the terms and conditions of the two offices.
• Office reception, receiving incoming call, in charge of postage matters.
• Insurance matters – assists in communication with insurance company on all company insurance related matters such as renewal or fire, burglary, accident, equipment claim, travel claim, medical claim due to injury at work, renewal etc.
• Assets control – assists in assets labelling, yearly stock check, documentation of purchase and disposal of company general assets.
• Assists in maintaining administrative related legal document, renewal service contract and filing.
• Fingerprint registration for office door access system and all office keys control.
• Liaise with building management on all matters relating to upkeep of office premises.

Human Resources

• Administrates employees' attendance, annual leave balance and other types of leave.
• Updating employees’ name list in company organization chart.
• Inform all employees of company activities / events / special leave arrangements.
• Administrates employees’ personal files, confirmation, employees’ training records and benefits.
• Monitor and check the roster sheet, fingerprint attendance record and Unit4 Leave report monthly.
• Handling on-line recruitment, shortlist and schedule applicants' interviews to fill vacant positions.
• Identify hiring needs, prepare employment contract/document for new employees.
• Administers new employees’ probation and confirmation records.
• Assist in filing and updating of employees’ personal records.
• Assists Japanese expatriates in their rented apartment matters and relocation to and from Japan.
• Liaise with department heads on staff training needs.
• Process training /course registration and apply for training grants if applicable.
• Inform all employees about the changes in HR policies made by the company and the Malaysia governments.