Overview
Senior/HR & Admin Executive Jobs in Kulaijaya, Johore, Malaysia at Confidential
Title: Senior/HR & Admin Executive
Company: Confidential
Location: Kulaijaya, Johore, Malaysia
HR & Administration Responsibilities:
1. ISO / QMS / BOMBA / WSH
- Serve as the Company Rep for the Malaysia offices, overseeing matters related to ISO certification, Quality Management System (QMS), Bomba and Workplace Safety and Health (WSH) compliance.
- Coordinate and liaise with internal and external auditors, ensuring smooth audit processes and compliance with relevant standards and regulations.
2.Employee Data Management
- Maintain accurate employee records.
- Update changes such as promotions, terminations, or leave without pay.
- 3. Payroll ProcessingEnsure timely and accurate salary payments.
- Assist with onboarding/offboarding payroll-related matters.
4. Compliance and Statutory Contributions
- Calculate and file taxes, EPF/SOCSO, or other social security contributions.
- Submit required reports to relevant government agencies.
- Stay updated with local labor laws and tax regulations.
5. Reporting
- Generate payroll summary reports for management and finance.
- Support audits by providing payroll documentation and breakdowns.
6. Year-End Activities
- Prepare and submission of income tax forms (e.g. EA Form in Malaysia).
- Prepare annual budgeting, annual increment & bonus exercise.
- Process bonuses, increments, and annual salary revisions.
7. System and Vendor Management
- Maintain payroll software.
- Ensure payroll systems are secure, and data is backed up.
- Provide administrative support in the sourcing of training courses, organizing in-house training workshops, and maintaining accurate training records. Handle training grants and track associated training costs.
- Assist in the preparation and monitoring of the administrative budget and generate monthly hr & administrative reports for management review.
8. Building & Facilities Responsibilities
- Manage and coordinate general office administrative tasks related to building management and office facilities, including but not limited to security, cleaning services, air-conditioning maintenance, mail handling, and pantry supplies.
- Oversee and negotiate contracts and procurement with suppliers and vendors to ensure cost-effective and quality services.
9. Company-Wide Events & General Support
- Organize and coordinate company-wide events such as the Annual Dinner, Golf Tournament, Bowling sessions, team bonding activities, etc, to promote employee engagement and a positive work culture.
- Assist in the preparation of reports, presentation slides, and other documentation required for meetings and internal communications.
- Perform front-line duties, including receptionist responsibilities such as attending to visitors, handling calls, and managing front desk operations.
10. Other ad-hoc duties from time to time
Education / Professional Qualification
Diploma in Business Administration or a related field.
Professional Experience
- Minimum 3-5 years of experience in administrative functions, with proven secretarial skills.
- Capable of supporting HR and other departments with various ad hoc administrative tasks.
- Meticulous, highly organized, and able to manage time effectively to meet deadlines.
- Independent, resourceful, and a strong team player with a proactive approach to problem-solving.
- Carry out ad hoc HR / Administrative duties as assigned, supporting various departments when needed
- Knowledge in payroll software will be an advantage.
