HR & Admin Assistant / HR & Admin Executive

About the role

Hong Poh Engineering Construction Sdn Bhd is seeking a skilled and motivated HR & Admin Executive to join our team. This full-time position is based in Paya Terubong, Penang, and will play a crucial role in supporting the company's human resources and administrative functions.

What you'll be doing

Recruitment & Onboarding

• Assist in recruitment process including job postings, resume screening, interview scheduling, and coordination.
• Facilitate onboarding process for new hires, ensuring all necessary documentation and orientation procedures are completed.

Employee Relations

• Serve as a point of contact for employee inquiries, providing guidance and resolving issues in a timely and professional manner.
• Assist in implementation of employee engagement initiatives and HR policies.

Payroll & Benefits Administration

• Track and verify attendance, leave, overtime, public holidays, and shift differentials.
• Ensure compliance with minimum wage, working hours, and overtime regulations under the Employment Act 1955.
• Coordinate with Finance for salary disbursement, payslip generation, and bank file submission.

Statutory Compliance

• Register new employees with:

• IRB (LHDN) – Income tax registration and PCB setup.

• EPF – Provident fund registration and monthly contribution.
• SOCSO & EIS – Social security and employment insurance registration.
• Submit monthly contributions and statutory reports (Form A, Form E, CP39, etc.) and ensure timely updates for employee resignations, confirmations, and salary changes.
• Prepare and submit annual tax forms (EA Form for employees, E Form for employer).

Employee Benefits Administration

• Administer employee benefits including medical, dental, insurance, meal allowance, and transport claims.
• Coordinate with insurance providers for policy renewals, claims, and staff coverage updates.
• Track benefit eligibility, usage, and expiry (e.g., medical panel access, leave balances).
• Maintain accurate records of benefit enrollment and staff entitlements.

Confirmation & Lifecycle Tracking

• Monitor probation periods and prepare confirmation letters.
• Coordinate performance reviews with department heads before confirmation.
• Update HRIS and payroll systems with confirmed status and revised entitlements.
• Adjust statutory contributions and benefits post-confirmation.

Leave & Attendance Management

• Maintain leave records (annual, medical, unpaid, maternity/paternity, emergency).
• Monitor absenteeism and late arrivals; escalate repeated patterns for disciplinary review.
• Ensure leave balances are updated monthly and reflected in payroll.
• Prepare monthly attendance summary for payroll reconciliation.

Reporting & Reconciliation

• Generate monthly payroll reports, statutory summaries, and benefit utilization reports.
• Reconcile payroll data with attendance systems and leave records.
• Support internal and external audits with payroll documentation and statutory filings.

Offboarding & Final Pay

• Calculate final salary including unused leave, notice period, and deductions.
• Ensure proper documentation for resignation, termination, or retirement.
• Submit cessation updates to IRB, EPF, SOCSO, and EIS, and issue EA Form and final payslip to departing employees.

HRIS & System Maintenance

• Maintain and update employee records in HRIS or payroll software.
• Ensure data accuracy for personal details, bank info, statutory numbers, and job grades.
• Back up payroll data regularly and ensure confidentiality protocols are followed.

Internal Controls & Confidentiality

• Implement access controls for payroll data and employee records.
• Ensure payroll processes are auditable and compliant with internal SOPs.
• Handle sensitive salary and benefit queries with discretion and professionalism.

HR Documentation & Compliance

• Maintain and update employee records, ensuring confidentiality and compliance with data protection regulations.
• Prepare and manage HR-related documents such as employment contracts, offer letters, and termination notices.

Performance Management

• Assist in the performance appraisal process, including the collection and analysis of performance data.
• Support the development and implementation of training and development programs.

Office Administration

• Oversee office operations including supplies management, facility maintenance, pantry restocking and coordination of office services.
• Manage travel arrangements, schedule and prepare for meetings, and event coordination.
• Oversee maid's schedule, task completion, and adherence to hygiene protocols.
• Plan and execute internal events, team activities, and client visits.
• Maintain office filing systems (digital and physical) for easy retrieval and compliance.
• Prepare maintenance logs, cleaning checklists, and vendor service records.

ISO Compliance

• Assist in the preparation and maintenance of ISO documentation to ensure version control, traceability and adherence to ISO standards.
• Coordinate internal audits and external audit and external audits including pre-audit checks, documentation support, and resolution of non-conformities.
• Conduct ISO awareness sessions for HR staff and general employees.
• Track and document training attendance, competency evaluations, and refresher programs.
• Ensure onboarding processes include ISO-related expectations and compliance briefings.
• Monitor HR processes (e.g., recruitment, performance appraisal, grievance handling), identify gaps and propose improvements to align with ISO requirements.
• Participate in risk assessments and contribute to mitigation plans related to HR functions.
• Ensure secure handling of employee records, with access control and confidentiality protocols aligned to ISO data protection standards.

Budget Management

• Support the preparation and monitoring of the HR & Admin department budget.
• Ensure effective cost control and utilization of resources within the department.

Foreign Worker Management

• Handle matters related to the recruitment, onboarding, and documentation of foreign workers, including compliance with Malaysian immigration laws and labour regulations.
• Facilitate work permits, visa applications, renewals, and other required documentation.
• Act as a liaison between government agencies and the company regarding foreign worker compliance and reporting.
• Manage the welfare, housing, and other requirements of foreign workers to ensure a conducive work environment.

Other Duties

• Execute any additional tasks and responsibilities assigned by the HR & Admin Manager.
• Continuously improve HR processes and administrative procedures to enhance organizational efficiency.

What we're looking for

• Minimum 2 years of experience in a similar HR & administrative role, preferably in the construction industry
• Excellent knowledge of Malaysian labour laws and HR best practices
• Strong administrative and organisational skills, with the ability to multitask and priorities effectively.
• Familiarity with immigration procedures and regulations for managing foreign workers.
• Proficient in MS Office suite and HR-related software.
• Strong communication, interpersonal, and organizational skills, with a proactive and detail-oriented approach.
• Able to work independently and collaboratively with a practical problem-solving mindset.
• Proactive and able to handle multiple tasks in a fast-paced environment.
• Strong ethical values and professionalism.
• Proficiency in Mandarin (reading, speaking and writing) is essential to effectively communicate with Mandarin-speaking clients.

About us

Hong Poh Engineering Construction Sdn Bhd is a leading construction and engineering firm based in Penang, Malaysia. With over 20 years of experience, we specialise in a wide range of construction projects, from residential and commercial developments to infrastructure works. Our commitment to excellence, innovation, and sustainable practices has made us a trusted partner for clients across the region.

If you are excited about this opportunity and believe you have the skills and experience to excel in this role, we encourage you to apply now.

宏鲍工程建筑有限公司现正招募一位具备专业能力与积极态度的人力资源与行政主管加入我们的团队。此全职岗位设于槟城Paya Terubong,主要负责公司人力资源与行政事务方面发挥关键作用。

工作内容

招聘与入职

• 协助招聘流程,包括职位发布、简历筛选、安排面试与协调相关事宜。
• 协助新员工入职流程,确保所有必要文件与入职培训顺利完成。

员工关系

• 作为员工咨询的联络窗口,提供指导并及时、专业地解决问题。
• 协助推动员工参与计划与人力资源政策。

薪资与福利管理

• 追踪并核实员工出勤、请假、加班、公共假期与轮班津贴。
• 确保遵守《1955年雇佣法令》关于最低工资、工时与加班的相关规定。
• 与财务部门协调薪资发放、工资单生成与银行文件提交。

法定合规

• 为新员工办理以下注册手续:

• 内陆税收局(IRB / LHDN) – 注册所得税与设置 PCB 扣税。

• 雇员公积金局(EPF) – 注册公积金账户并安排每月缴纳。

• 社会保险机构(SOCSO)与就业保险计划(EIS) – 注册社会保障与就业保险。

• 提交每月法定缴纳与报表(如表格A、表格E、CP39 等), 并及时更新员工离职、转正与薪资变动信息。
• 准备并提交年度税务表格(员工 EA 表格与雇主 E 表格)。

员工福利管理

• 管理员工福利,包括医疗、牙科、保险、膳食津贴与交通报销。
• 与保险公司协调保单续约、理赔事宜及员工保障更新。
• 追踪福利资格、使用情况与到期时间(例如医疗指定诊所使用权限、假期余额)。
• 维护福利登记与员工权益的准确记录。

转正与员工生命周期管理

• 监督员工试用期并准备转正通知书。
• 在转正前与部门主管协调绩效评估。
• 在人力资源信息系统与薪资系统中更新员工转正状态与调整后的福利。
• 根据转正情况调整法定缴纳与员工福利。

请假与出勤管理

• 维护员工请假记录,包括年假、病假、无薪假、产假/陪产假与紧急假。
• 监控缺勤与迟到情况;对重复出现的行为进行上报以供纪律审查。
• 每月更新假期余额,并确保在薪资系统中正确反映。
• 准备每月出勤摘要,用于薪资核对与结算。

报表与核对

• 生成每月薪资报表、法定汇总与福利使用报告。
• 将薪资数据与出勤系统及请假记录进行核对。
• 支持内部与外部审计,提供薪资文件与法定申报资料。

离职与最终薪资结算

• 计算最终薪资,包括未使用假期、通知期薪资与相关扣款。
• 确保离职、解雇或退休的相关文件齐全且合规。
• 向内陆税收局、雇员公积金局、社会保险机构及就业保险计划提交离职更新,并向离职员工发出 EA 表格及最终工资单。

HRIS 与系统维护

• 在人力资源信息系统或薪资软件中维护与更新员工资料。
• 确保个人信息、银行资料、法定编号与职位等级的准确性。
• 定期备份薪资数据,并确保遵守保密协议。

内部控制与保密性

• 实施薪资数据与员工资料的访问权限控制。
• 确保薪资流程可供审计,并符合公司内部标准作业程序。
• 谨慎处理敏感的薪资与福利相关咨询,保持专业与保密。

人力资源文件与合规管理

• 维护与更新员工资料,确保符合数据保护法规并保持保密性。
• 准备与管理人力资源相关文件,如聘用合同、录取通知书与离职通知书。

绩效管理

• 协助绩效评估流程,包括绩效数据的收集与分析。
• 支持员工培训与发展计划的制定与实施。

办公室行政管理

• 监督办公室日常运作,包括办公用品管理、设施维护、茶水间补货及各项办公服务协调。
• 安排差旅计划、会议日程与活动协调。
• 安排差旅、会议日程及活动筹备,包括会议准备与场地布置。
• 管理清洁员工的工作安排、任务完成情况及卫生标准的执行。
• 策划并执行内部活动、团队建设及客户来访接待。
• 维护办公室文件系统(电子与纸本),确保资料易于检索并符合合规要求。
• 准备维修记录、清洁检查表及供应商服务记录。

ISO 合规管理

• 协助准备与维护 ISO 文件,确保文件版本控制、可追溯性及符合 ISO 标准。
• 协调内部及外部审核,包括审核前检查、文件支持及不符合项的整改跟进。
• 为人力资源团队及一般员工开展 ISO 意识培训。
• 记录并追踪培训出席情况、能力评估及复训计划。
• 确保新员工入职流程包含 ISO 要求与合规说明。
• 监督人力资源流程(如招聘、绩效评估、申诉处理),识别差距并提出改进建议以符合 ISO 要求。
• 识别流程中的差距,并提出改进建议以符合 ISO 要求。
• 参与人力资源相关的风险评估,并协助制定缓解措施。
• 确保员工记录的安全处理,并实施访问控制与保密协议,以符合 ISO 数据保护标准。

预算管理

• 协助制定与监督人力资源与行政部门的预算。
• 确保部门的资源有有效的成本控制与合理使用。

外籍员工管理

• 处理外籍员工招聘、入职与文件事务,确保符合马来西亚移民法与劳工法规。
• 协助办理工作准证、签证申请、续签及其他相关文件。
• 作为公司与政府机构的沟通桥梁,处理外籍员工合规与报告事务。
• 管理外籍员工的福利、住宿及其他需求,营造良好的工作与生活环境。

其他职责

• 执行人力资源与行政经理指派的其他任务与职责。
• 持续优化人力资源流程与行政程序,以提升组织运作效率。

• 至少2年人力资源与行政相关工作经验,具备建筑行业背景者优先。
• 熟悉马来西亚劳动法及人力资源最佳实践。
• 具备优秀的行政与组织能力,能有效处理多项任务并合理安排优先级
• 熟悉外籍员工管理的移民程序与相关法规
• 熟练使用MS Office办公软件及人资相关系统
• 具备良好的沟通能力、人际关系技巧、组织协调能力,做事积极主动与注重细节。
• 能够独立作业,也能团队协作,具备务实的问题解决思维。
• 能在快节奏环境中灵活应对多项任务
• 具备良好的职业道德与专业精神
• 精通中文(听、说、读、写),以便与中文客户顺畅沟通

宏鲍工程建筑有限公司是一间位于马来西亚槟城的领先建筑与工程公司。凭借超过 20 年的行业经验,专注于各类建筑项目,包括住宅、商业开发以及基础设施工程。我们秉持卓越品质、创新精神与可持续发展理念,赢得了区域客户的广泛信赖。

如果您对这个职位充满热情,并相信自己具备胜任的技能与经验,欢迎立即申请加入我们