T&C ADMINISTRATOR

Sophic Automation; Seberang Perai; On-site; MYR 36,000 - 58,000; Full time

Job summary

Sophic Automation is seeking a detail-oriented HR Administrative professional in Malaysia (Penang/Seberang Perai) to handle employee records, HRMS maintenance, payroll inputs, and recruitment support. Fresh graduates are welcome, with 1–2 years’ HR admin experience being advantageous.

Ideal candidates will have a Diploma or Bachelor’s in HR/Business, strong MS Office skills, and good English/Bahasa Malaysia communication.

Qualifications

• Diploma or Bachelor's degree in HR management, business, or related field.
• Fresh graduates welcome; 1–2 years HR admin experience advantageous.
• Understanding of Employment Act 1955 and payroll processes.
• Proficient with Microsoft Office (Excel, Word, PowerPoint).
• Experience with HRMS or payroll systems is a plus.
• Strong organization, documentation and record management skills.
• Excellent written and verbal communication in English and Bahasa Malaysia; Mandarin a plus.
• Confidentiality and professionalism with sensitive employee data.
• Willing to travel and have own transportation.
• Immediate start would be advantageous.

Responsibilities

• Maintain accurate employee records, personnel files and HR documents.
• Update HRMS with hires, confirmations, transfers, promotions, resignations, and movements.
• Prepare HR letters and other correspondence.
• Maintain org charts, headcount reports and HR databases.
• Ensure HR documentation is audit-ready and compliant.
• Support payroll inputs and payroll-related admin tasks.
• Coordinate recruitment administration including interviews and onboarding.
• Prepare weekly and monthly HR and manpower reports.
• Coordinate with internal departments and external service providers.

Skills

Strong organizational skills

Attention to detail

English & Bahasa Malaysia comms

Mandarin a plus

MS Office (Excel/Word/PowerPoint)

Teamwork

Confidentiality

Self-motivated

Willing to travel

Independent work

Education

Diploma or Bachelor’s Degree in HR/Business/Management

Tools

HRMS/Payroll systems

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Maintain accurate employee records, personnel files, and HR documentation in both physical and electronic filing systems.

Update and maintain employee information in the Human Resource Management System (HRMS), including new hires, confirmations, transfers, promotions, resignations, and other employee movements.

Prepare HR-related documents including employment letters, confirmation letters, transfer letters, resignation acceptance letters, and other correspondence.

Maintain organization charts, headcount reports, employee databases, and HR records.

Ensure HR documentation is properly filed, updated, and readily available for audits and internal reference.

Support HR compliance by ensuring documentation complies with company policies and statutory requirements.

2) Payroll Administration [PA]

Assist in compiling monthly payroll inputs including attendance, overtime, leave records, allowances, claims, and employee movement information.

Verify payroll supporting documents and coordinate with the Payroll Executive to ensure timely payroll processing.

Assist in maintaining payroll records, statutory documentation, and employee payroll information.

Support payroll-related administrative activities including employee enquiries, benefits administration, medical claims, insurance matters, and leave administration.

Assist in preparing payroll reports and supporting documentation for statutory submissions and audits.

3) Recruitment Administration [RA]

Coordinate interview scheduling and communicate interview arrangements with candidates and hiring managers.

Maintain recruitment trackers, candidate databases, interview records, and recruitment reports.

Prepare interview documents, assessment materials, offer documentation, and onboarding checklists.

Support recruitment activities including career fairs, walk-in interviews, and employer branding events by handling administrative coordination.

Assist with onboarding administration, including new hire documentation, employee file preparation, and orientation arrangements.

4) General Responsibilities, Reporting & Coordination

Prepare weekly and monthly HR reports, manpower movement reports, and departmental administrative reports.

Monitor probation confirmation timelines, contract expiry dates, and employee documentation status.

Coordinate with internal departments and external service providers on HR administrative matters.

Support HR projects, employee engagement activities, training administration, and departmental initiatives when required.

Ensure confidentiality and proper handling of employee information and sensitive HR documents.

Provide administrative support across all Talent & Culture functions as assigned.

Perform any other duties assigned by the immediate superior in line with departmental objectives.

DETAILED JOB REQUIREMENTS [JR]

Candidates must possess at least a Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Management, or equivalent.

Fresh graduates are encouraged to apply. Candidates with 1–2 years of HR administrative, payroll administration, or recruitment administration experience will have an added advantage.

Basic understanding of Employment Act 1955, HR administration processes, payroll administration, and statutory requirements.

Good knowledge of Microsoft Office applications, particularly Microsoft Excel, Word, and PowerPoint.

Experience using HRMS or payroll systems will be an added advantage.

Good administrative, documentation, and record management skills.

Strong organizational skills with excellent attention to detail and accuracy. Able to manage multiple tasks and prioritize work effectively within deadlines.

Good written and verbal communication skills in English and Bahasa Malaysia. Mandarin proficiency is an added advantage.

Possess strong interpersonal skills with a service-oriented mindset.

Able to maintain strict confidentiality and professionalism when handling sensitive employee information.

Self-motivated, responsible, and able to work independently as well as collaboratively within a team.

Possess own transportation and be willing to travel when required.

Able to start work immediately will be an added advantage.