HR & Admin Executive

Job Scope: 1. Recruitment & Staffing: • Collaborate with department heads to draft detailed job descriptions. • Post job advertisements on multiple platforms, such as job boards, social media, and professional networks. • Communicate with recruitment agency for post hiring advertisement. • Ensure a broad outreach to attract qualified candidates. 2. Screening & Interviews: • Preview resumes and applications to short-list potential candidates. • Schedule and coordinate interviews for both candidates. 3. Onboarding & Induction: • Provide new hires with all necessary paperwork and tools for a smooth onboarding process. • Introduce company policies, culture, and employee benefits. 4. Appraisals & Reviews: • Help develop performance evaluation criteria. • Discuss career development, set objectives, and track progress for promotions or salary reviews. • Maintain accurate employee records, including personal data, job history, and performance reviews. 5. Legal Compliance: • Ensure the company adheres to labor laws and regulations (e.g., minimum wage, working hours, anti-discrimination laws). • Keep up-to-date with changes in employment law and advise the organization on necessary adjustments. • Maintain employee handbooks and ensure all policies are communicated clearly and followed. 6. Employee Benefits & Welfare: • Manage employee insurance schemes, provident funds, and pension plans. • Ensure timely submission of leave records and benefits claims (e.g., maternity leave, sick leave). • Educate employees on benefits available to them. 7. Payroll Administration: • Ensure employees are paid accurately and on time. • Work closely with the accounting team to process payroll, bonuses, overtime, and deductions. • Track employee leave (vacation, sick, personal). • Ensure that leave requests are processed and documented correctly. 8. Identifying Pantry & Office Needs: • Assessing the office & pantry requirements based on the number of employees, preferences, and any special dietary and stationery needs. • Keeping track of pantry stock levels to ensure that there is enough supply of snacks, coffee, tea, and other essentials. • Monitoring all expenses and ensuring that purchases align with the budget. 9. Maintaining Cleanliness: • Ensuring that pantry shelves, refrigerators, and other storage areas are kept clean and hygienic. • Periodically checking expiration dates on food and beverages and disposing of expired items. 10. Bookkeeping & General Ledger Maintenance: • Maintain the company’s general ledger and ensure all transactions are accurately recorded in compliance with accounting standards. • Process journals and entries, such as accruals, prepayments, depreciation, etc. • Record daily financial transactions such as expenses, payments, and receipts. • Reconcile cash and bank statements against company records. • Ensure all financial entries are recorded accurately in the accounting system. 11. Payroll Management: • Calculate employee wages, including deductions for PCB, SOCSO, EPF, EIS and benefits. • Ensure that overtime, allowances, and commissions are correctly processed. • Use payroll software to calculate and disburse payroll. • Withhold employee taxes (income tax, social security) and ensure the timely filing of tax returns. • Provide employees with tax-related documents like Form EA before closing date. 12. Accounts Payable & Receivable: • Process supplier/vendor invoices for approval and ensure timely payments. • Keep track of due dates for accounts payable and minimize late fees by paying on time. • Ensure that customers’ payments are collected on time. • Generate and send out invoices to clients. • Follow up on overdue accounts, send reminders. • Check for any upcoming payment deadlines, client payments, or invoicing needs. 13. Audit & Internal Control: • Prepare for internal and external audits by ensuring all records are accurate and accessible. • Help organize the required documents and financial data for audit review. • Develop and implement internal control procedures to prevent financial discrepancies or fraud. • Ensure that accounting systems and procedures are efficient, accurate, and secure.