We are looking for a dynamic and experienced HR & Admin Executive to oversee the HR and administrative functions within the company. This role is pivotal in managing and supporting the company’s human resources and administrative processes, ensuring that both internal and external operations run smoothly. The HR & Admin Executive will collaborate closely with Group HR to develop, implement, and maintain HR and office administration strategies that align with company goals and objectives.
Your job functions and responsibilities shall include but are not limited to the following:
Payroll Management:
• Manage and ensure accurate and timely payroll processing.
• Address and resolve any payroll-related issues.
• Ensure compliance with all payroll-related regulations and laws.
• Manage monthly claims and monitor budget allocations for office-related expenses.
• Organize and maintain proper office filing and records system, P-file, and other HR & Admin related documents.
HR Reporting and Analysis:
• Assist in preparing and analysing company-wide HR reports and metrics.
Performance Management:
• Assist Group HR & Admin Manager on the performance management process, including goal setting, performance reviews, and feedback.
Company License:
• Manage company licenses, such as CIDB, MOF, SPAN, MCMC, Suruhanjaya Tenaga, to ensure compliance and validity.
• Handle the tenancy and business licenses, registrations with regulatory bodies and other legal compliance matters across all locations.
Compensation and Benefits:
• Assist Group HR & Admin Manager in managing the company’s compensation and benefits programs.
• Administer employee benefits programs, including health insurance and staff welfare.
Learning & Development Coordination:
• Work with the HR team to organize training sessions and liaise with trainers and department heads to meet staff development needs.
• Update HRDC tracker monthly.
• Manage HRDC Grants and Levies.
Recruitment:
• Manage end-to-end recruitment processes including screening the resumes, conduct the interviews, and coordinate with hiring managers.
• Ensure a smooth and efficient recruitment process to attract top talent.
Administrative:
• Manage the daily operations of the office, ensuring smooth functionality and efficient use of resources.
• Ensure that office equipment, supplies, and facilities are properly maintained and replenished.
• Set up the face ID systems and manage ID card for new employees.
• Work closely with procurement team to purchase and stocking the refreshments for the office.
• Coordinate office maintenance, including ordering supplies, equipment, and managing inventories.
• Manage the upkeep of office facilities, including coordination of repairs, maintenance, and vendor services.
• Oversee the upkeep and maintenance of office equipment and ensuring proper functionality and addressing any issues promptly.
• Stock and maintain inventory of office supplies and stationery, ensuring proper stock levels and work closely with procurement for purchasing.
• Work closely with event committee to support any events.
• Assist in organizing and managing company events such as Townhalls and Annual Dinner.
• Perform other tasks as and when required, based on the evolving needs of the team and organization.
Executive Support:
• Manage the CEO’s calendar, prioritizing appointments and organizing meetings.
• Act as the CEO’s gatekeeper by screening calls, emails, and visitors.
• Arrange travel, accommodation, and transportation for the CEO.
• Prepare briefing documents, presentations, and reports for meetings with internal and external stakeholders.
• Assist with personal matters or errands for the CEO as necessary, such as manage CEO claims and scheduling personal appointments or managing personal correspondence.
• Serve as a liaison between the CEO and other staff members or external parties.
• Assist the CEO in tracking progress on various projects or initiatives.
Requirements:
• Minimum 2-3 years of progressive HR experience.
• Strong understanding of Malaysian labor laws and HR best practices.
• Proven experience in payroll management, talent acquisition, employee relations, performance management, and HR operations.
• Preferable someone who has experience in IT industry.
• Strong knowledge of HR principles, practices, and employment laws.
• Experience with HR software and HRIS (e.g., BrioHR or similar systems) is an advantage.
• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Word, is required.
Skills & Competencies:
• Excellent interpersonal and communication skills, with the ability to build relationships across all levels of the organization.
• Strong problem-solving abilities and conflict resolution skills.
• Excellent interpersonal and communication skills.
• Strong analytical and problem-solving abilities.
• Ability to handle confidential information with discretion.
• Exceptional organizational and multitasking skills.
• Attention to detail and accuracy.
• Adaptability and flexibility.
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