Recruitment & Admin Executive

Geopancar Engineering Sdn Bhd; Kuala Lumpur; On-site; MYR 47,000 - 78,000; Full time

Job summary

Geopancar Engineering Sdn Bhd is seeking a proactive Recruitment & Admin Executive to manage recruitment, onboarding/offboarding, staff engagement, and general administrative coordination in a busy Malaysia office.

The ideal candidate will handle multiple vacancies, communicate effectively with candidates and staff, and ensure recruitment and employee processes are followed meticulously. Diploma or degree in business/HR is preferred and proficiency in MS Office or Google Workspace is expected.

Qualifications

• Diploma or Degree in Business Administration, Management, HR, Psychology, or related field.
• Previous experience in recruitment, administration, employee coordination, or similar role preferred.
• Strong communication and interpersonal skills.
• Organized and able to manage multiple vacancies and tasks simultaneously.
• Comfortable dealing with employees at different levels including office staff, site personnel, technical employees, and management.
• Good follow-up skills and attention to detail.
• Proficient in Microsoft Office, Google Workspace, or similar applications.

Responsibilities

• Manage recruitment processes from posting through selection and hiring.
• Publish job adverts on JobStreet, social media and recruitment platforms.
• Source and screen candidates based on job requirements.
• Conduct initial phone screenings and coordinate interviews.
• Maintain a recruitment tracker for all vacancies and candidates.
• Coordinate onboarding arrangements for new employees.
• Prepare onboarding checklists and induction with relevant departments.
• Coordinate offboarding procedures and return of company property.
• Organize staff engagement activities and company events.
• Maintain accurate employee records and internal documents.
• Prepare regular recruitment updates and onboarding/offboarding trackers.

Skills

Recruitment

Onboarding

Administration

Employee coordination

Staff engagement

Event planning

Communication

Microsoft Office

Google Workspace

Education

Diploma or Degree in Business Administration / HR

Tools

Microsoft Office

Google Workspace

Job description

We are looking for a proactive and well-organized Recruitment & Admin Executive to manage recruitment activities, employee onboarding and offboarding, staff engagement, company events, and general administrative coordination.

The successful candidate should be comfortable communicating with candidates and employees, coordinating multiple vacancies at the same time, and ensuring that recruitment and employee-related administrative processes are properly followed through.

Key Responsibilities

Recruitment & Hiring

Manage the recruitment process from job posting through candidate selection and hiring.

Prepare and publish job advertisements on JobStreet, social media, recruitment platforms, and other relevant channels.

Source and screen suitable candidates based on job requirements.

Conduct initial phone screenings and coordinate interviews with hiring managers or management.

Maintain an updated recruitment tracker for all vacancies and candidates.

Follow up with shortlisted candidates regarding interviews, offers, availability, expected salary, and joining dates.

Prepare offer letters and coordinate pre-employment documentation.

Build and maintain a candidate database for current and future vacancies.

Coordinate recruitment for office, site, technical, operational, and management-level positions.

Employee Onboarding

Coordinate onboarding arrangements for new employees.

Ensure all required employment documents are collected and properly filed.

Prepare onboarding checklists and coordinate induction with the relevant departments.

Arrange employee access, company equipment, uniforms, PPE, email accounts, or other items where applicable.

Ensure new employees understand basic company procedures, reporting lines, and workplace requirements.

Follow up with new employees during their initial employment period where necessary.

Employee Offboarding

Coordinate resignation and employee exit procedures.

Prepare and maintain offboarding checklists.

Ensure company property, equipment, access cards, documents, uniforms, and other items are returned.

Coordinate handover arrangements with the relevant department.

Maintain proper records of employee resignations and last working dates.

Assist with exit interviews where required.

Staff Engagement & Company Events

Organize company lunches, staff gatherings, festive celebrations, annual dinners, team-building activities, and other employee engagement events.

Coordinate venues, catering, attendance, suppliers, budgets, and event arrangements.

Plan regular activities to improve employee engagement and interaction between office and site teams.

Coordinate employee birthday celebrations, festive gifts, recognition activities, or other staff welfare initiatives where applicable.

Maintain an annual calendar for company events and employee engagement activities.

Administration & Employee Coordination

Maintain accurate employee records and personnel files.

Prepare and issue employment-related letters and administrative documents when required.

Maintain employee contact lists, organizational information, and relevant internal records.

Coordinate employee-related administrative matters between departments.

Assist management with manpower planning and recruitment requirements.

Maintain proper records of vacancies, hires, resignations, transfers, and employee movements.

Coordinate staff announcements and internal communication where required.

Assist with general office administration and ad hoc administrative duties as assigned by management.

Reporting

Prepare regular recruitment updates showing open vacancies, candidates interviewed, offers issued, and positions filled.

Maintain onboarding and offboarding trackers.

Prepare updates on upcoming staff activities and company events.

Ensure recruitment and employee administration records are complete, organized, and up to date.

Preferred Candidate

Diploma or Degree in Business Administration, Management, Human Resource Management, Psychology, or a related field.

Previous experience in recruitment, administration, employee coordination, or a similar role is preferred.

Strong communication and interpersonal skills.

Organized and able to manage multiple vacancies and tasks simultaneously.

Comfortable dealing with employees at different levels, including office staff, site personnel, technical employees, and management.

Good follow-up skills and attention to detail.

Proficient in Microsoft Office, Google Workspace, or similar applications.

Able to work independently and take ownership of recruitment and administrative tasks.

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