Office Admin (Contract)

EPOS; Kuala Lumpur; On-site; MYR 72,000 - 100,000; Full time

Job summary

EPOS, based in Singapore and backed by Ant International, is seeking an experienced Office Operations & HR Administrator to oversee all office operations, facilities, and HR operational functions in Malaysia. You will collaborate with multiple teams in a fast-paced environment to ensure a well-managed workplace.

Key duties include managing office space, vendor contracts, budgeting, onboarding/offboarding, and payroll input support, while ensuring HR policies are properly implemented.

Qualifications

• 3+ years of experience in office operations and HR administration.
• Strong experience in managing office agreements, utilities, and vendor contracts.
• Good understanding of HR operations and employment practices.
• Experience with budgeting and cost control.
• Strong communication skills and experience working with management stakeholders.
• Eligible to work in Malaysia.

Responsibilities

• Oversee office operations and administrative functions.
• Plan and manage office relocation, seating arrangements, space planning, and layout optimization to support efficient workspace utilization.
• Oversee all office-related agreements, including tenancy agreements, utilities agreements, maintenance contracts, and other office service agreements.
• Coordinate with landlords, utility providers, and service vendors for renewals, compliance, and issue resolution.
• Manage office facilities, maintenance, repairs, and workplace safety compliance.
• Handle office supplies, equipment, and vendor management (cleaning, security, pantry, IT support, etc.).
• Monitor and control office operating budget and expenses.
• Support HR operational processes including onboarding and offboarding.
• Manage employee records, documentation, and HR filing systems.
• Coordinate HR administration such as letters, confirmations, and internal HR updates.
• Assist in attendance tracking, leave administration, and payroll input support (if applicable).
• Ensure HR policies and procedures are properly implemented in daily operations.
• Support employee engagement activities and internal communications.

Skills

Office operations

HR administration

Vendor management

Budgeting

Payroll input

HRMS

Stakeholder communication

Onboarding

Offboarding

Leave administration

Tools

HRIS

Job description

About EPOS

Backed by Ant International (a global leader in digital payments, digitisation, and financial technology solutions) EPOS, part of its global merchant payment services Antom, is a leading Point-of-Sale (POS) digital solutions provider based in Singapore.

Role Summary :

Responsible for overseeing office operations, facilities, and HR operational functions to ensure a smooth, efficient, and well-managed workplace. This role includes office administration, vendor management, cost control, and HR operational support while working closely with different teams in a fast-paced and collaborative environment. Candidates who are proactive, adaptable, and eager to grow across both administration and HR functions are encouraged to apply.

Office Operations & Facilities:

• Manage overall office operations and administrative functions
• Plan and manage office relocation, seating arrangements, space planning, and layout optimization to support efficient workspace utilization
• Oversee all office-related agreements, including tenancy agreements, utilities agreements (electricity, water, internet, etc.), maintenance contracts, and other office service agreements
• Coordinate with landlords, utility providers, and service vendors for renewals, compliance, and issue resolution
• Manage office facilities, maintenance, repairs, and workplace safety compliance
• Handle office supplies, equipment, and vendor management (cleaning, security, pantry, IT support, etc.)
• Monitor and control office operating budget and expenses

HR Operations:

• Support HR operational processes including onboarding and offboarding
• Manage employee records, documentation, and HR filing systems
• Coordinate HR administration such as letters, confirmations, and internal HR updates
• Assist in attendance tracking, leave administration, and payroll input support (if applicable)
• Ensure HR policies and procedures are properly implemented in daily operations
• Support employee engagement activities and internal communications

General:

• Ensure compliance with company policies and regulatory requirements
• Drive continuous improvement in office and HR operational efficiency
• Act as key liaison between management, employees, and external service providers

• 3+ years of experience in office operations and HR administration.
• Strong experience in managing office agreements, utilities, and vendor contracts.
• Good understanding of HR operations and employment practices.
• Experience with budgeting and cost control.
• Strong communication skills and experience working with management stakeholders.
• Experience with onboarding and offboarding, including managing employee records and documentation.
• Experience with leave and attendance administration, as well as providing payroll input support.
• Experience using an HRMS.
• Eligible to work in Malaysia.