Human Resources Executive

Location: Subang Jaya

Budget: RM 5K

The HR & Admin Executive will oversee and execute the full spectrum of Human Resources and

Administration functions, including payroll management, employee lifecycle management, foreign worker administration, and visa processing.

This role also contributes strategically by supporting HR initiatives, improving processes, and aligning people operations with the organisation's overall business direction.

Key Responsibilities:

Strategic HR Support

• Support the HR & Admin Manager-ASIA in developing and executing HR strategies aligned

with business goals.

• Contribute ideas and data insights to strengthen workforce planning, retention, and talent

development.

• Participate in HR projects such as culture enhancement, performance management, and

organisational development.

• Collect and analyse HR metrics (e.g. turnover, absenteeism, payroll cost trends) to provide

data-driven recommendations.

• Support implementation of HR digitalisation initiatives and continuous improvement in HR

processes and systems.

Payroll Support – Full Time Staff

• Administer and process monthly payroll accurately and in a timely manner.

• Verify employee timesheets, attendance, and overtime calculations.

• Input payroll data into QuickPay and generate payroll reports for management and finance.

• Consolidate payroll data into monthly finance reports and prepare the bank listing.

• Consolidate payroll, prepare reconciliation and check reports (covering Asia) for Management

and finance approval.

• Upload salary payments to OCBC Bank and manage payslip distribution.

• Ensure timely payment of all statutory contributions (EPF, SOCSO, EIS, Income Tax, Levy).

• Administer salary increments, bonuses, incentives, and equity adjustments.

• Prepare and issue EA Forms (annually in February) and manage Employer E-Filing (April

annually).

• Administer salary increments, bonuses, incentives, and equity adjustments.

Payment Administration – Contract Staffs & Part-Time Staff (Freelancers)

• Validate all freelancer invoices for accuracy and compliance.

• Process payment for local freelancers upon receipt and verification of invoices.

• Validate, process and manage per diem payments, including monthly and advance payments.

Visa Application & Administration

• Manage all phases of work pass and visa applications, renewals, and cancellations.

• Liaise with immigration authorities, appointed agents, and vendors to ensure compliance and

timeliness.

• Support expatriate employment and international project assignments.

• Ensure accurate records and compliance with immigration and labour regulations.

Foreign Worker Management

• Register and renew FOMEMA, insurance (Protect Health, FW Hospitalisation Scheme,

Insurance Guarantee)

• Manage annual work permit renewal (Visit Pass – Temporary Employment) with Immigration

Department.

• Issue verification letters for bank account openings and maintain proper documentation.

Recruitment & Onboarding

• Job advertisements posting, coordinate pre-interview calls and interviews.

• Prepare salary proposals for HR & Admin Manager-ASIA review and approval.

• Prepare and issue employment contracts, freelancer agreements, and consultancy

agreements.

• Administer approvals of Headcount Request Form (HRF).

• Update new joiner information in Day force system and Employee Master and ensure

complete personnel records.

• Coordinate with IT for issuance of laptops, email access and system accesses.

• Conduct Induction and facilitation for cross functional induction.

• Register new employees for medical and insurance coverage.

• Manage probation evaluation and issuance of confirmation letters or extension of probation

letters.

Performance Management & Development

• Coordinate and administer the company's performance appraisal cycle, ensuring timely goal

setting, mid-year, and annual reviews.

• Support managers and employees in understanding performance management processes and

documentation requirements.

• Track and maintain performance data, appraisals, and evaluation results in the HR system.

• Assist HR & Admin Manager-ASIA in aligning individual KPIs with departmental and

organisational objectives.

• Compile performance analysis reports for management to support decisions on confirmation,

increment, and bonus exercises.

• Support HR & Admin Manager-ASIA on continuous performance improvement initiatives,

including training needs identification and development action plans.

• Contribute ideas to enhance performance management tools, processes, and fairness across

departments.

Administration & Facilities Management

• Oversee foreign worker accommodation and related facilities.

• Manage procurement and distribution of uniforms, safety shoes, and other employee needs.

• Handle general administrative functions including office supplies, pantry stock, and event

coordination.

• Liaise with vendors and service providers to ensure smooth office operations.

• Support company events, meetings, and employee engagement activities.

Strategic & Continuous Improvement Scope

• Drive continuous improvement in HR systems, payroll accuracy, and compliance efficiency.

• Contribute and support HR & Admin Manager-ASIA with strategic workforce planning and

succession initiatives.

• Support engagement and communication plans to strengthen company culture and retention.

• Ensure HR operations and practices are compliant with employment law, audit-ready, and

aligned with company values.

Learning & Development (as and when required)

• Assist in coordinating internal and external training programs, workshops, and learning

initiatives.

• Maintain training records and assist in tracking employee learning progress.

• Support the preparation of training materials, attendance lists, and evaluation forms.

• Liaise with external trainers, vendors, and internal stakeholders to arrange logistics and

schedules.

• Assist in post-training feedback collection and reporting.

• Support digital learning platforms and employee participation tracking where applicable.

Special Projects

• To assist in projects and/ or activities lead by HR & Admin Manager-ASIA

Others

• Carry out from time to time and as directed, any other reasonable duties as required in addition

to the above that will be both reasonable and within your capabilities.ASIA

Qualifications, Competencies and Requirements:

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration, or

related discipline.

• Minimum 4–5 years' experience in HR & Administration.

• Exposure in HR best practices, payroll, visa management, and HR systems.

• Well-versed in Malaysian labour laws, statutory submissions, and payroll processes.

• Strong analytical skills with attention to accuracy and compliance.

• Proactive, agile, and detail-oriented with a growth mindset.

• Strong communication and interpersonal skills, accountable.

• High integrity and ability to handle sensitive and confidential information.

• Strategic and analytical thinking, operational excellence, employee service orientated.

• Collaboration and Teamwork, Continuous Improvement Mindset, adaptive to change.

• Ability to manage multiple projects and meet deadlines.

• Immediate starters will be an advantage.

• The HR & Admin Executive will report directly to the HR & Admin Manager-ASIA.