Senior HR & Administration Executive

Fuku; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Vantage is seeking an HR & Administration professional to manage employee lifecycle processes and daily office operations in Malaysia. The role oversees expatriate onboarding, relocation, and employment documentation, coordinating with local management and overseas HR teams.

Fluency in Mandarin and English is required to effectively support a multicultural workforce and external partners. The ideal candidate will have hands-on HR and office administration experience, manage multiple tasks

Qualifications

• Fluent in Chinese (Mandarin) and English, both written and spoken.
• Minimum 3 years in HR, administration, or related role.
• Hands-on HR operations and office administration experience.

Responsibilities

• Manage full employee lifecycle: recruitment, onboarding, probation reviews, changes, renewals, and offboarding.
• Maintain records, contracts, HR documents, and personnel data.
• Oversee daily HR operations: attendance, leave, inquiries, and HR requests.
• Coordinate payroll, benefits, and compensation with Finance and HQ HR teams.
• Support employee relations, performance management, disciplinary matters, and engagement activities.
• Implement HR policies aligned with local requirements and company standards.
• Serve as main HR contact for Team Complex.

Skills

Mandarin

English

Cross-cultural coordination

HR operations

Office administration

Education

Bachelor's degree in HR/BA or related field

Job description

Company Description:

Vantage is a globally recognized multi-asset brokerage firm headquartered in Sydney, operating under the oversight of reputable regulatory authorities. With a workforce of over 1,000 employees spread across more than 30 offices worldwide, we bring over 15 years of industry experience to our clients. We offer trading opportunities in CFDs for Forex, Commodities, Indices, Shares, and Cryptocurrencies. Our commitment is to provide a robust trading environment, complemented by a fast and user-friendly trading platform, enabling our clients to capitalize on trading opportunities efficiently.

To learn more about our company, please visit our website: https://www.vantagemarkets.com/

Job Description:

Job Summary

We are looking for an HR & Administration professional to manage employee lifecycle processes and day-to-day office operations in Malaysia. The role also supports expatriate employees with onboarding, relocation, and employment documentation, while coordinating with local management and overseas HR teams. The ideal candidate has hands‑on HR and office administration experience, works well independently, and is fluent in Mandarin and English.

Key Responsibilities

1. Human Resources Operations

• Manage the full employee lifecycle, including recruitment coordination, onboarding, probation reviews, employee changes, contract renewals, and offboarding.
• Prepare, maintain, and update employee records, employment contracts, HR documentation, and personnel information.
• Manage daily HR operations, including attendance, leave administration, employee inquiries, and HR-related requests.
• Coordinate payroll-related information, employee benefits, and compensation matters with the relevant Finance and Headquarters HR teams.
• Support employee relations, performance management processes, disciplinary matters, and employee engagement activities.
• Implement and maintain HR policies, procedures, and practices in alignment with company standards and local employment requirements.
• Act as the main point of contact for HR-related matters within Team Complex.

2. Expatriate & Foreign Employee Management

• Provide HR and administrative support to expatriate and foreign employees working in Malaysia.
• Coordinate expatriate onboarding, relocation arrangements, and employment-related documentation.
• Assist with employment passes, work permits, visa applications, renewals, and related immigration matters in coordination with external agencies and relevant authorities.
• Monitor expatriate employment documentation and important deadlines to ensure timely renewals and compliance.

3. Office Administration & Daily Operations

• Oversee the overall day-to-day office administration and ensure smooth office operations.
• Manage office facilities, equipment, supplies, vendors, and general office services.
• Coordinate with landlords, building management, service providers, and relevant external parties.
• Handle office-related contracts, documentation, renewals, and administrative arrangements.
• Monitor office expenses and coordinate administrative payments and reimbursements with the Finance team.
• Identify and resolve operational and administrative issues proactively.
• Ensure a well‑organized, professional, and efficient working environment for employees.

Job Requirement

• Bachelor's degree in Human Resources, Business Administration, Management, or a related field.
• Minimum 3 years of relevant working experience in Human Resources, Administration, or a similar role.
• Proven hands‑on experience in both HR operations and general office administration.
• Prior experience handling expatriate or foreign employees in Malaysia is strongly preferred.
• Experience supporting multicultural teams and coordinating with foreign management or overseas headquarters.
• Ability to communicate and coordinate effectively with Country Heads, senior management, and regional or headquarters teams.
• Fluent in Chinese (Mandarin) and English, both written and spoken, is required. Strong communication, interpersonal, and cross-cultural coordination skills.
• Proactive, responsible, detail-oriented, and highly organized. Strong problem‑solving skills with a positive, hands‑on, and can‑do attitude. Ability to work independently, prioritize multiple tasks, and take ownership of responsibilities.
• Willing to take on responsibilities beyond routine HR and administrative tasks when required.

What we offer:

A Culture of Growth

We foster a dynamic and collaborative environment where continuous learning and professional development are encouraged. You'll be supported with resources and mentorship to help you advance your career.

Impact and Autonomy

You will be given the trust and freedom to take ownership of your work, making a direct and meaningful impact on our company's success. Your contributions are vital to our mission.

Holistic Well-being

We offer a comprehensive benefits package that supports your health, financial security, and work‑life balance, ensuring you have the support you need both in and out of the office.