Administrative & HR Coordinator

4 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia FIT PIONEER RESOURCES SDN. BHD. Full time
Job Summary

The Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company's appointed corporate secretarial firm ("秘书楼"), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance with local corporate governance and administrative requirements.

Female candidates are encouraged to apply due to the coordination and administrative nature of the role.


Key Responsibilities

  1. Administration & Office Management

  2. Manage daily office operations, including workspace arrangement, office supplies, and vendor coordination.

  3. Handle reception duties, document filing, courier arrangements, meeting room setup, and hospitality support.
  4. Maintain administrative documents, company records, and general office logistics.

  5. Coordinate office maintenance, communication with building management, and security/access matters.

  6. Corporate Secretarial Firm ("秘书楼") Liaison

  7. Act as the primary contact between the company and the appointed company secretarial firm for:

  8. Company registration and statutory updates

  9. Directors' and shareholders' record updates and shareholding changes
  10. Annual Return, annual audit coordination, and SSM compliance filings
  11. Preparation and submission of board/shareholder resolutions and statutory documents
  12. Ensure timely collection, verification, and filing of statutory documents.
  13. Coordinate with internal departments to provide documents requested by the secretarial firm.

  14. Track compliance timelines and ensure the company meets all Malaysian regulatory and statutory requirements.

  15. HR & Recruitment Support

  16. Support recruitment activities including job postings, candidate communication, interview scheduling, and onboarding arrangements.

  17. Maintain employee records, attendance data, and HR files.

  18. Assist in HR administration in line with company policies and Malaysian regulations.

  19. Internal Communication & Coordination

  20. Serve as a communication bridge between departments to ensure smooth workflow.

  21. Coordinate office meetings, internal announcements, events, and training sessions.
  22. Support management and project teams with administrative coordination and document handling.
  23. Prepare simple reports, notices, meeting notes, and drafts of internal communications.

Minimum Requirements
  • Diploma or Bachelor's degree in Administration, Business, HR, or a related field.
  • Strong proficiency in Mandarin and English (spoken and written).
  • Excellent coordination, communication, and interpersonal skills.
  • Highly organised, detail-oriented, and able to multitask effectively.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint).
  • Able to handle confidential information with professionalism and discretion.

Preferred Qualifications
  • Experience liaising with secretarial firms / company secretaries in Malaysia.
  • Familiarity with basic SSM regulations, corporate filings, and statutory document submission processes.
  • Experience in Chinese enterprises or engineering-related companies is an advantage.
  • Female candidates are encouraged to apply due to the nature of the role.

Additional Information
  • Attractive package including 13th-month salary and performance bonus.
  • Work environment involves coordination with both local and China-based teams.
  • Occasional support for corporate events or project-related administrative tasks may be required.

  • Remote HR Administrator

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia HKM HR Management Pte. Ltd. Full time 40,000 - 60,000 per year

    1. HR Administration workGet to handle end-to-end HR administration for employees in Malaysia & SingaporeManage onboarding and offboarding, including offer letters and exit documents.Maintain accurate employee records and HR databases.Prepare and update employment contracts, letters, and HR documents.Track employee attendance, leave, and probation.2. Payroll...

  • HR & Office Administrative Coordinator

    4 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia FIT PIONEER RESOURCES SDN BHD Full time

    Job SummaryThe Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company's appointed corporate secretarial firm ("秘书楼"), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance...

  • HR Administrator

    6 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Hyppies Full time

    We're on the lookout for a driven and organised HR Administrator to join one of Australia's leading construction company with strong regional presence, to support their Shared Services hub. If you enjoy keeping things running smoothly behind the scenes and love being the go-to person for all things HR, this role is for you.What You'll Be DoingHandle  new...

  • HR Administrator

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Biopower Sdn Bhd Full time 32,400 - 43,200 per year

    Lecadia Primacare Centre, a 115-bed aged care facility located in Pudu, is seeking a dedicated and organized HR and Admin Executive to join our team. This role involves managing human resources functions and providing administrative support to ensure the smooth operation of our nursing home. The ideal candidate will have excellent interpersonal and...

  • HR/Administrative (HR/ADM) Manager

    4 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia TECHMAN ELECTRONICS (MALAYSIA) SDN. BHD. Full time

    Experience Requirements:Bachelor's degree in Human Resources, Business Administration, or related field. Master's degree preferred.Minimum 8–10 years of experience in HR and administrative management, preferably in manufacturing/EMS/technology industry.Strong knowledge of local labor laws, payroll, benefits, and compliance regulations.Experience in...

  • Finance cum Administrative Manager

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia MH PROTON Group Full time 120,000 - 240,000 per year

    Job Scope/Responsibilities:(Finance)Lead and manage the day-to-day operation and perform statutory and management accounting activities including preparation of financial accounts, forecast, cash flow planning, financial projections and AMP/budget.Prepare and administer the approved AMP/budget according to company policy to ensure accuracy, completeness and...

  • HR and Administration Executive

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Dynamic Technology Lab Pte Ltd Full time 18,000 - 45,000 per year

    We are seeking a proactive, highly organised, and reliable HR and Administration Executive to be the operational foundation of our new Malaysian office. This role is crucial for ensuring the smooth running of our local operations and maintaining a strong connection with the office. The successful candidate will manage all aspects of HR administration, local...

  • Office Administration Coordinator

    4 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Emers Malaysia Sdn Bhd Full time

    Key ResponsibilitiesOffice Administration & Operations● Oversee day-to-day office operations and ensure a well-organized working environment.● Handle company documentation, filing systems, and data management.● Ensure compliance with local regulations, safety standards, and company policies.● Report back to HQ with all matters.Back-Office...

  • HR Operations Administrator, Onboarding

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia BAE Full time $30,000 - $60,000 per year

    Location(s): Asia-Pacific & Middle East : Malaysia : Kuala Lumpur BAE Systems Digital Intelligence is home to 4,500 digital, cyber and intelligence experts. We work collaboratively across 10 countries to collect, connect and understand complex data, so that governments, nation states, armed forces and commercial businesses can unlock digital advantage in...

  • HR & Administration Supervisor / Manager

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Second Talent Full time 40,000 - 60,000 per year

    Job Title: HR & Administration ManagerLocation: Kuala Lumpur Job Type: Full-timeSalary: Negotiable (Based on qualifications)About the OpportunityOur client, the Malaysian branch of a major multinational corporation, is undergoing team expansion and seeks an experienced HR & Administration Manager.This is a critical, stand-alone role (reporting directly to...