【Japanese Speaker】 HR and Admin Executive

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

Job summary

A recruitment agency in Kuala Lumpur seeks an administrative professional for various responsibilities including managing company facilities, handling invoices, and supporting recruitment efforts. The ideal candidate should have experience in administration, strong communication skills, and the ability to manage employee records effectively. This role provides an opportunity to work in a dynamic environment and assist with HR-related matters.

Qualifications

• Experience in administrative roles.
• Familiarity with accounting and invoice handling.
• Good communication skills, especially in liaising with multiple departments.

Responsibilities

• Administrate company's facilities and equipment.
• Handle all invoices and payments.
• Assist in maintaining legal documents and contracts.
• Liaise with building management and assist employees with HR matters.
• Manage recruitment processes and employee personal files.

Job description

Key Responsibilities

• 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 offices.
• Office reception, receiving incoming call, in charge of postage matters.
• Insurance Matters – Assists in communication with insurance company on all company insurance related matter like renewal or fire, burglary, accident, equipment claim, travel claim, medical claim due to injury at work, renewal etc.
• Assets control – Assists in assets labeling, 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.
• 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 arrangement.
• Administrates employees’ personal files, confirmation, employees’ training records and benefits.
• Monitor and check the roster sheet, fingerprint attendance record and Unit leave report monthly.
• Handling online 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 the staffs 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.