HR & Administrative Operations Coordinator (Kuching, Sarawak)

Position: HR & Administrative Operations Coordinator

Location: Kuching, Sarawak

Employment Type: Permanent, full-time

Eligibility: This position is Open to Sarawakians only

Company: Terra Asia Group (Internal Hire) |

Salary Range :

RM 2,000 – RM 3,500 per month (gross/basic - commensurate with qualifications & experience)

Salary can be increased further more experienced and highly qualified & suitable candidates

Job Summary

You will coordinate end-to-end Immigration & Business Licensing work and support day-to-day HR & Administrative Operations for our Kuching office. The role covers visa/work permit processing, regulatory licensing, HR related and Administrative duties. This position includes documentation control to meet internal SLAs, audit standards and PDPA compliance. You will work closely with the Kuching and KL HQ teams, including supporting complex/escalated cases and time-sensitive submissions.

Key Role & Responsibilities

• Preparation of all aspects of the visa/work permit and immigration service, completion, accuracy and ensuring that the process runs smoothly.
• Communicate with clients to request, clarify or follow-up on documentation.
• Draft reports, letters, forms, administrative and submission as required for both immigration and business license processes.
• Work closely and assist our team and seniors with HR-related duties.
• Support general office operations including managing supplies and coordinating daily administrative duties.
• Ensure filing/archiving of every case compliant with company database system.
• Maintain and update client records and application statuses in database system and monitor visa deadlines to ensure timely submissions.
• Support overall team workflow and assist colleagues with administrative tasks when needed.
• Respond promptly and accurately to all communication and requests from applicants, clients, managers, government authorities, etc.
• Collect and verify essential documents while ensuring a high standard of confidentiality and accuracy.
• Work closely with head office and Kuching office teams while providing timely updates.
• Government Liaison (Sarawak-first): Serve as the primary point of contact with relevant government authorities (e.g., Sarawak State Immigration Department, ILMU, JTK, local councils/authorities).
• Always represent the Company professionally—in appearance, preparedness, communication and conduct across all interactions.

Requirements

• Sarawakians only (based in or willing to be based in Kuching).
• A Diploma or a Bachelor's Degree in Law (LL.B.), HR, Business, Administration, International Relations & Foreign Affairs or related are strongly encouraged to apply.
• Minimum of 1 year and above of relevant experience in immigration & Mobility/Business licensing/Legal/HR/Administrative or related.
• Fresh graduates are encouraged to apply as well
• Willing and able to travel to government agencies for submission
• Computer literate with skills in Microsoft Office 365, Outlook, etc.
• Proficient in both written and spoken English and Bahasa Malaysia. Proficiency in additional languages and other local languages ability is an added advantage.
• Excellent documentation discipline, accuracyvand deadline management with strong attention to detail and organization.
• Proficient in both written and spoken English and Bahasa Malaysia. Proficiency in other languages is an added advantage.
• Familiarity with Sarawak's GENESIS processes and other related portals (e.g., EXPRT, SANSOLS, HAVEN) and federal/related flows (e.g., eVDR, FWTA) is an added advantage.

Work Arrangements

Location: Fully office-based in Kuching, Sarawak

Working Hours:

Monday to Friday: 8:30 AM – 5:30 PM

What we offer

• Supportive working environment
• Work-Life Balance Culture
• Health/Medical Insurance
• Birthday leave (1 paid day off during your birthday month)
• Opportunities for career advancement within the company
• Attractive remuneration commensurate with skills and experience
• Convenient office location within the city of Kuching, Sarawak

How to Apply

If you believe your experience and skills align with the requirements of this role, we kindly invite you to submit your application.

Please email your updated Resume/CV and supporting documents to with the subject line:

Application – HR & Administrative Operations Coordinator (Kuching, Sarawak)

To ensure your application is processed promptly, kindly include the following:

· A recent passport-sized photograph embedded in your resume or attached separately

· Copies of all relevant academic certificates, transcripts, and professional qualifications

Job Types: Full-time, Permanent

Pay: RM2, RM3,500.00 per month

Benefits:

• Additional leave
• Health insurance
• Opportunities for promotion
• Professional development

Application Question(s):

• Are you able start immediately? IF Not - How long is your notice period? How many annual leave balances do you have left? (to reduce your notice period?)

• What is your expected negotiable salary amount/range for this position?

• This role is fully office-based (no hybrid/WFH). Are you able to commit to on-site work? (Yes/No)

• Microsoft Office proficiency — rate your level:

Word: ☐ Basic ☐ Intermediate ☐ Advanced

Excel: ☐ Basic ☐ Intermediate ☐ Advanced

PowerPoint: ☐ Basic ☐ Intermediate ☐ Advanced

Outlook (calendar/email): ☐ Basic ☐ Intermediate ☐ Advanced

• Languages you can draft business documents in:

☐ English ☐ Bahasa Malaysia ☐ Both (English & BM) ☐ Others: ____

• How would you rate your English and Malay language proficiency?

English (Spoken): ☐ Basic ☐ Intermediate ☐ Advanced

English (Written): ☐ Basic ☐ Intermediate ☐ Advanced

Malay (Spoken): ☐ Basic ☐ Intermediate ☐ Advanced

Malay (Written): ☐ Basic ☐ Intermediate ☐ Advanced

• IF APPLICABLE ONLY - Immigration casework deep-dive

For each pass below, state your hands-on tasks (new/renew/cancel/transfer, special/complex), typical volume per month/quarter, locations handled, and success rate. Use the list

EP Category I / II / III

Dependant Pass (DP)

Professional Visit Pass (PVP)

Spouse/Long-Term Social Visit Pass (LTSVP)

Special Pass (SP)

Residence Pass–Talent (RP-T)

Permanent Residence (PR)

MM2H

Malaysian Premium Visa Programme (MY-PVIP)

Investor Pass

Digital Nomad / DE Rantau (MDEC)

Any others (name it)

• IF APPLICABLE ONLY - List the specific licenses/approvals/permits you have handled, with your role (prep/submit/liaise/appeal), authority, West Malaysia/Sabah/Sarawak/Labuan.

• ESD Company Registration

• MDEC Company Registration
• WRT (Wholesale, Retail, Trade)
• Manufacturing License
• MIDA/MITI
• Malaysia Digital (MDEC)
• MOE – Ministry of Education
• Mining & Quarrying (specify sub-licences)
• Local Authorities (PBTs) & State Agencies
• Retail & F&B (local council sign-offs, premise, signage, etc.)
• MOTAC — Ministry of Tourism, Arts & Culture
• CAAM — Civil Aviation Authority of Malaysia
• JAKIM / HALAL License
• Labuan / LFSA licences/letters (if any)
• MOT (Marine Dept / DSLB)
• Logistics & Warehousing License
• Royal Malaysian Customs (JKDM)

• Any others (name it)

• IF APPLICABLE ONLY - Sectors/industries coverage (separate lists)

Immigration work — industries served. List all sectors/industries/natures of business you have supported, noting state/territory (Peninsular, Sabah, Sarawak, Labuan) and typical pass types done in each. Use bullets like:

1. Oil & Gas / Energy — (EP I/II, PVP, DP, SP…) — (Peninsular/Sarawak/Sabah/Labuan)

2. Manufacturing — (…) — (…)

3. IT/ICT — (…)

4. Retail & F&B — (…)

5. Logistics & Supply Chain & Shipping — (…)

6. Construction / Engineering — (…)

7. Mining & Quarrying — (…)

8. Hospitality/Tourism (incl. MM2H cases) — (…)

9. Financial & Professional Services (incl. Labuan) — (…)

10. Education/Healthcare/Agriculture/Plantation — (…)

11. FMCG/Trading/Import & Export — (…)

12. Engineering — (…)

13. Telecommunications — (…)

14. (Add any others you've handled.)

• IF APPLICABLE ONLY - Which online systems/portals have you actually used (log-in and submit) and for what: ESD/MYXpats, MDEC e-services, MIDA portals, KPDN (WRT), state systems (e.g., Sarawak GENESIS, Sabah SWIMS), local councils (e.g., DBKL/MBPJ), LFSA, others?
• Do you possess your own transportation (car/motorbike) with a valid driving license?
• What is your last drawn salary amount?
• Are you willing and able to reliably commute to our office at Level 2, The Podium Office Tower, Jalan Tun Datuk Patinggi Hj. Ahmad Zaidi Adruce, Kuching, Sarawak 93200? (Yes/No)

Work Location: In person