Job Description

1. Administrative Responsibilities

Mail, Supplies & Office Administration Coordinate all incoming & outgoing mail and courier services Handle & update petty cash records including cash flow tracking, bank-in slips and reimbursement Manage office supplies and stock levels such as uniforms, stamps, lockers, etc. Oversee & monitor outsourced cleaner performance and schedules Maintain and update key plan for all Ipoh factory locations - No.20-24, No.64 & hostels

Invoices & Vendor Coordination

Check, verify & record invoices - courier service, Touch n Go, Diesel, Medical fee, Water Filter, Copier machine, Chargeman fee, Security Guard, outsource cleaner and FW agent, etc Coordinate office maintenance & repair works; liaise with vendors/contractors for timely resolution Manage new applications and ensure timely submission of renewals for Company licenses - License B, Diesel Permit, Hostel Permit under MBI & JTK. Arrange clinic appointments for employees requiring medical attention

Internal Communication & Events

Prepare internal memos when required Assist in planning, organizing & coordinating Company events and activities

2. HR Related Tasks

Recruitment & Onboarding

Attend to walk-in job seekers and manage job advertisements across recruitment platforms Screen resume & coordinate interview schedules with HODs Conduct & coordinate new employee orientation - briefing, introduction, face scan setup, bank account opening, medical check-up arrangement, etc Registration new employees in the Health Metrics system; terminate access for resigned employees

Attendance, Leave & Disciplinary

Monitor attendance, leave issues, OT for Ipoh factory; notify workers and HODs accordingly Provide counseling & assist in documentation for disciplinary cases together with HODs Send daily OT reports to HODs for approval. Claims, Training & Exit Management Assist in SOCSO claim-related matters for employees Handle external training for Ipoh office documentations - training requisition, registration, documents for HRDF claim, post-training evaluation Conduct exit interview for resigned employees

Payroll

Handle monthly C2 payroll processing, including employee information & salary master lists updates

3. Foreign Workers (FW) Management

New Intake & Documentation

Prepare and manage all documentation required for new FW application, attend JTK & Putrajaya interviews as needed Prepare documents for airport clearance for new FWs arrival; manage flight & bus ticket bookings for FW arrival, return & holiday trips Conduct orientation for new FWs including briefings, documentation, face scan setup, mathematics test, hostel arrangement, locker distribution, bank account opening, FOMEMA medical check-up

Renewals, Insurance & Compliance

Monitor expiry dates and handle FWs yearly permit renewals via ePLK for Ipoh & PI FWs. Coordinate insurance renewal, Pre-FOMEMA & FOMEMA medical examinations for all FWs in Ipoh and Pulau Indah Prepare & submit documentation to Immigration & Labour Office for new FWs processing

Maintain and update FW personal files

Regulatory Registrations

Registration FWs under Perkeso & LHDN Handle Memo Check Out procedures and notify Immigration and JTK for FW leaving employment Lodge police report for runaway cases and ensure complete documentation is submitted to Immigration & JTK

Passport Handling & Hostel Management

Monitor FWs passport expiry, arrange appointment with embassy & prepare required documentation Conduct hostel inspection; arrange hostel supplies for new FWs, replacement for existing FWs. Ensure complete amenities in hostel as compliant to JTK regulation

4. Security Guard Management

Check and verify security guards attendance, phone usage and monthly invoice Setup thumbprint access for security guards for attendance tracking Maintain updated records for existing and replacement security guards Handle disciplinary issues involving security guards and prepare complaint letter to Dura Security Guard as required Monitor tagging checkpoints timelines done by security guards through the security tagging system
Job Type: Contract
Contract length: 6 months

Pay: RM2,000.00 - RM4,005.71 per month

Work Location: In person