Overview
HR Admin Specialist Jobs in Johor Baharu, Johore, Malaysia at Focuslight Technologies
Title: HR Admin Specialist
Company: Focuslight Technologies
Location: Johor Baharu, Johore, Malaysia
The HR Admin Specialist supports the day-to-day human resource and administrative functions for the Company’s operations Malaysia. This position ensures smooth HR operations, regulatory compliance, employee support, and efficient office administration, contributing to a productive and well-organized work environment aligned with corporate policies.
Job Responsibilities
1. HR Operations
- Support end-to-end HR operations including recruitment coordination, onboarding and offboarding, payroll preparation, leave administration, and employee benefits management.
- Maintain accurate and up-to-date employee records in HR systems while ensuring confidentiality and data integrity.
- Assist in managing employee lifecycle documentation and ensure compliance with company policies and procedures.
- Ensure proper maintenance and regular updates of HRIS and employee databases.
2. Learning & Development
- Coordinate employee training programs, including scheduling, registration, venue arrangements, and logistics.
- Maintain training records and monitor employee participation to support learning initiatives and statutory compliance.
3. HR Compliance & Administration
- Ensure HR practices and processes comply with Malaysia Employment Act and relevant labor regulations.
- Manage work pass applications, renewals, cancellations, and related documentation for foreign employees.
- Process statutory and government-related claims accurately and within deadlines.
- Support implementation and communication of HR policies and procedures in line with local regulations.
4. Employee Relations & Support
- Serve as the point of contact for employee HR-related enquiries and provide timely support.
- Assist in employee engagement activities and initiatives to foster a positive and productive work environment.
- Support communication between employees, management, and external stakeholders where required.
5. Malaysia HR Support
- Provide HR and administrative support for operations in Malaysia.
- Coordinate recruitment activities, onboarding processes, and general HR administration for the Malaysia plant/office.
- Liaise with local authorities, agencies, and stakeholders on HR and administrative matters.
6. Office & Administrative Management
- Manage daily office administration including procurement, inventory control, facilities coordination, and general office support.
- Oversee office maintenance, pantry management, and servicing of office equipment.
- Maintain proper filing systems and ensure accurate documentation and record management.
7. Vendor & Stakeholder Coordination
- Coordinate with external vendors and service providers to ensure efficient and cost-effective support services.
- Work closely with internal departments to support operational and administrative requirements.
Basic Requirements
Education & Qualifications
• Diploma or Degree in Human Resource Management, Business Administration, or a related discipline.
Languages
• English: Good written and verbal communication skills for daily coordination and documentation.
• Chinese (Mandarin): An advantage for communication with regional stakeholders.
• Bahasa Malaysia: An advantage to support coordination with Malaysia operations.
Travel
• Occasional travel to Singapore may be required for operational support.
Work Experience
• Minimum 3 years of relevant experience in HR and administrative functions.
• Experience supporting HR operations (Malaysia) is preferred.
• Familiarity with HR processes including payroll coordination, recruitment, and employee lifecycle management.
Knowledge and Skills
Technical Skills
- Proficient in Microsoft Office applications, particularly Microsoft Excel, Word, and PowerPoint.
- Familiar with HRIS systems, HR administrative functions, and employee record management.
- Good understanding of HR operational processes including payroll support, leave administration, onboarding, and training coordination.
- Basic knowledge of Malaysia Employment Act employment regulations.
Soft Skills
- Strong organizational, coordination, and multitasking abilities with excellent attention to detail.
- Good interpersonal and communication skills with the ability to interact effectively with employees and stakeholders at all levels.
- Able to handle confidential and sensitive information with professionalism and discretion.
- Self-motivated, responsible, and able to work independently in a fast-paced environment.
Positive team player with strong problem-solving and time management skills.
Professional Qualities
· Responsible, proactive, and detail-oriented with a strong commitment to accuracy and quality of work.
· Possess a strong sense of accountability, professionalism, and integrity in handling daily responsibilities.
· Adaptable and willing to learn new skills and processes to support evolving business needs.
Able to work effectively under pressure and manage multiple priorities within tight timelines.
