Job Purpose
The HR & Administration Executive is responsible for managing and supporting the full spectrum of Human Resources and administrative functions to ensure smooth daily operations of the organization. This role oversees HR administration, attendance monitoring, insurance coordination, payroll support, training coordination, employee documentation, and general office administration while ensuring compliance with company policies and Malaysian labour regulations.
Key Duties and ResponsibilitiesHR Administration
- Maintain accurate and up-to-date employee records including personal files, contracts, leave records, and performance documentation.
- Prepare HR letters including offer letters, confirmation letters, warning letters, and other employment-related documentation.
- Manage onboarding and offboarding processes.
- Ensure proper filing and documentation in compliance with company policies.
Attendance & Leave Management
- Monitor daily employee attendance, absenteeism, late attendance, and overtime records.
- Maintain and update leave records (annual leave, medical leave, unpaid leave, etc.).
- Generate monthly attendance and leave reports for payroll processing.
- Follow up with departments on attendance discrepancies and ensure proper documentation.
Insurance Administration
- Administer employee insurance policies including medical, hospitalization, and Group Personal Accident (GPA).
- Liaise with insurance providers on new enrolments, terminations, and policy updates.
- Assist employees with insurance claims submissions and documentation.
- Monitor policy renewals and ensure accurate employee coverage records.
Payroll & Claims Support
- Support payroll processing by compiling attendance, leave, overtime, and claims data using the Infotech HRMS/Payroll system.
- Verify employee claims (medical, travel, overtime, etc.) for accuracy and completeness.
- Ensure statutory deductions and contributions are accurately recorded (EPF, SOCSO, EIS, PCB).
- Support payroll documentation and reporting when required.
Training & Development Coordination
- Identify training needs in coordination with department heads.
- Organize internal and external training programs, workshops, and seminars.
- Manage training schedules, participant registration, and attendance tracking.
- Maintain training records and monitor training effectiveness.
- Support HRD claims submission and training grant applications where applicable.
Employee Relations Support
- Act as point of contact for general HR inquiries.
- Assist in handling employee concerns and disciplinary documentation.
- Support employee engagement activities and company events.
Administration & Office Support
- Support general office administration and vendor coordination.
- Manage office supplies and coordinate maintenance when required.
- Assist in company events, meetings, and engagement activities.
Compliance & Reporting
- Ensure compliance with Malaysian labour laws and company policies.
- Prepare HR reports including attendance, turnover, training, and insurance updates.
- Support HR audits and documentation reviews when required.
- Undertake any other duties and responsibilities as instructed by the Superior or Senior Management team.
- The Company reserves the right to amend the job description and/or assign additional tasks as deemed necessary.
Qualifications / Skills and Competencies
- Diploma or Bachelor's Degree in Human Resource Management, Business Administration, or related field.
- Minimum 46 years of HR & administrative experience.
- Hands-on experience in attendance monitoring, insurance administration, payroll processing, and training coordination.
- Must have hands-on experience using Infotech HRMS and payroll system.
- Good knowledge of Malaysian labour laws and statutory requirements (Employment Act, EPF, SOCSO, EIS, PCB).
- Familiarity with other HRIS systems is an added advantage.
- Strong organizational and time-management skills.
- Detail-oriented with good analytical ability.
- Good interpersonal and communication skills.
- Able to handle confidential information with integrity.
- Proficient in Microsoft Office applications (Word, Excel, Outlook).
