HR & Admin Executive
## About the Role Koko Bread is strengthening its management systems as we grow our bakery, production and school-canteen operations. We are looking for an organised and dependable HR & Admin Executive* to build disciplined people-administration processes across the company. This position is more than general office administration. You will help ensure that recruitment, attendance, employee documentation, onboarding, payroll inputs, training records, disciplinary processes and statutory/administrative deadlines are handled accurately and consistently. You will work closely with Site Supervisors, Production Leads, management and external professional advisers. The goal is to create a professional people system where responsibilities, records, deadlines and employee issues do not depend on informal follow-up by the owners. ## Key Responsibilities ### 1. Recruitment & Manpower Coordination * Maintain an up-to-date manpower plan and vacancy tracker. * Post vacancies through approved recruitment channels. * Screen candidates against agreed job requirements. * Coordinate interviews, references and candidate documentation. * Maintain a structured recruitment pipeline. * Support management with recruitment data and recommendations. * Ensure no employee begins work without the required approval and documentation. ### 2. Employee Records & Documentation Maintain accurate and confidential records including: * employment contracts; * identification and personal documents; * emergency contacts; * attendance; * leave; * disciplinary records; * training records; * salary and employment changes; * company asset issuance; and * resignation/offboarding documentation. Ensure employee records are complete, organised and retrievable. ### 3. Attendance, Leave & Payroll Inputs * Review employee attendance, lateness, overtime, leave and absences. * Follow up unusual or incomplete attendance records promptly. * Prepare accurate payroll-input information according to the monthly payroll calendar. * Coordinate with Finance/Management for payroll verification. * Maintain records relating to approved deductions, allowances, overtime and changes. The HR & Admin Executive prepares and verifies information but *does not independently release salary payments*. ### 4. Onboarding & Offboarding * Prepare onboarding documentation and orientation. * Ensure new staff receive relevant SOPs, policies, uniforms, equipment and training. * Coordinate probation reviews. * Maintain resignation and termination checklists. * Recover company property and coordinate immediate access removal during offboarding. * Conduct exit interviews where appropriate and identify recurring causes of employee turnover. ### 5. Performance & Discipline Administration * Maintain job descriptions and organisational records. * Track probation and performance-review deadlines. * Support managers in documenting attendance, conduct and performance issues. * Prepare warning letters and other documentation based on management decisions and applicable procedures. * Maintain fair and consistent documentation of employee matters. * Escalate serious allegations, harassment, threats, fraud or other sensitive matters immediately. ### 6. Employee Communication & Grievances * Provide employees with a professional channel for administrative and workplace concerns. * Record and escalate legitimate grievances rather than allowing issues to circulate informally. * Help management distinguish between performance problems, conduct issues, misunderstandings and system failures. * Maintain appropriate confidentiality. ### 7. Training & Capability Records Maintain a company training and skills matrix including: * food-handling requirements; * operational training; * equipment competency; * site-opening capability; * backup-role competency; * supervisory training; and * required compliance certifications. Identify critical positions that do not yet have trained backups and report them to management. ### 8. Administration & Compliance Calendar Maintain an organised calendar for recurring company obligations including relevant: * employee-related registrations; * permits and licences; * training renewals; * insurance/administrative renewals; * medical or food-handler documentation where applicable; * company vehicle/asset records; and * other recurring administrative deadlines assigned by management. Coordinate with accountants, company secretary, payroll providers, regulators and other authorised advisers where required. ### 9. HR Reporting Prepare a concise monthly HR dashboard covering: * total headcount; * vacancies; * new hires; * resignations; * turnover; * absenteeism; * overtime; * probation status; * disciplinary cases; * training gaps; and * important upcoming deadlines. ## How Your Performance Will Be Measured Key measures include: * payroll-input accuracy and timeliness; * employee-file completeness; * recruitment turnaround; * probation reviews completed on time; * attendance-record accuracy; * administrative/compliance deadlines met; * onboarding/offboarding completion; * training and backup-role coverage; * responsiveness to employee issues; and * accuracy of monthly HR reporting. ## Authority & Control Boundaries The HR & Admin Executive may: * administer recruitment; * maintain HR systems and records; * coordinate interviews; * request missing documentation; * enforce approved HR processes; and * escalate breaches or employee concerns directly to management. The role does *not* independently: * create new positions; * determine salaries; * hire or dismiss staff; * change employment terms; * approve its own payroll; * release payroll payments; or * override the responsible operating manager. ## Candidate Requirements * Diploma or Bachelor's Degree in Human Resources, Business Administration, Management or a related field. * Approximately 2–4 years of HR and administration experience preferred. * Working knowledge of Malaysian employment practices and statutory requirements. * Experience in F&B, retail, manufacturing, hospitality or a multi-site workforce is an advantage. * Strong organisational and documentation skills. * Comfortable using spreadsheets, HR/payroll systems and digital tools. * Good written and spoken Bahasa Malaysia and English. * Able to handle confidential information responsibly. ## The Person We Are Looking For You should be: * systematic and highly organised; * comfortable following up people without becoming confrontational; * fair and consistent; * trustworthy with confidential information; * willing to raise problems rather than conceal them; * accurate with dates, documentation and numbers; * able to work in a growing company where systems are still being improved; and * motivated by building processes that reduce dependence on individual people. This role offers the opportunity to help build Koko Bread's people systems from an early stage and grow with the company as our operations become more structured and professional. Pay: RM2,000.00 - RM2,700.00 per month Benefits: Free parking Opportunities for promotion Professional development Work Location: In person
Наблюдалась 2026-09-14, впервые 2026-08-19, источник — Indeed.