The posting
This role combines hands-on HR administration, office operations, procurement, vendor management, and employee support, while working closely with the Managing Director, Head Office, employees, and external stakeholders.
What You'll Do
- Oversee end-to-end HR operations, including onboarding, employee records, and expatriate administration.
- Coordinate business travel, visas, work permits, employee claims, petty cash, and related administrative matters.
- Manage client invoicing and payment administration, including sending hardcopy invoices, issuing receipts/tax invoices, collecting withholding tax certificates, coordinating payment issues with banks, and processing client cheques.
- Ensure compliance with Malaysia labor regulations and maintain HR policies, SOPs, and documentation in alignment with Head Office.
- Manage office operations and facilities, including workplace services, inventory, assets, maintenance, safety, security, and general administration.
- Handle procurement and vendor management, including sourcing, quotations, negotiations, purchasing, vendor performance, and compliance requirements.
- Prepare reports, monitor KPIs and projects, maintain accurate records, and provide proactive recommendations to management.
- Collaborate with employees, management, Head Office, vendors, government authorities, and other departments to ensure smooth and efficient operations.
What We're Looking For
- Bachelor's degree in Business Administration, Management, HR, or a related field.
- Minimum 4 years of relevant experience in administrative or HRGA roles, such as Administrative Coordinator, Secretary, Executive Assistant to C-level/management, General Affairs, or HRGA.
- Fluent in English is a must, with strong communication and stakeholder management skills.
- Strong knowledge of Malaysia labor law, HR administration, procurement, vendor management, and office/facility operations.
- Hands-on experience with recruitment, payroll coordination, expatriate administration, business travel, visa/work permits, and employee benefits.
- Strong organizational, problem-solving, and multitasking skills with a proactive and hands-on approach.
- Proficient in Microsoft Office/Google Workspace and comfortable with digital administrative systems.
- Previous experience in a multinational or corporate environment is preferred.
- High level of integrity, professionalism, confidentiality, and attention to detail.
- Able to coordinate and communicate effectively with internal stakeholders, external vendors, government authorities, and service providers.
