HR, Finance and Admin Assistant

Job Responsibilities :

• Maintain accurate and up-to-date employee records, attendance, and leave tracking for the Penang branch.
• Assist with recruitment coordination, onboarding, and offboarding procedures in liaison with HQ HR Executive.
• Monitor and track contractor documentation including contracts, insurance, medical checks, permits, renewals and timesheet.
• Ensure compliance with statutory requirements such as EPF, SOCSO, EIS, and other HR-related documentation.
• Support implementation of HR policies, procedures, and welfare programs at the branch level.
• Coordinate training, safety briefings, and toolbox meetings as required, with the in house QHSSE Executive.
• Compile all branch financial documentation (invoices, receipts, petty cash, claims, etc.) for submission to HQ Finance.
• Monitor project expenses and ensure timely submission of cost-related reports to the Finance Manager.
• Handle petty cash transactions, maintain petty cash records, and prepare monthly reconciliation reports.
• Assist in preparation of branch financial reports and project budgets in collaboration with project and facility engineers.
• Provide full administrative support to the branch, ensuring smooth daily operations of the office.
• Handle procurement and monitoring of office supplies and stationeries, including inventory control.
• Maintain proper filing systems (physical and digital) for HR, finance, contractor, and project-related documents.
• Coordinate with courier services, vendors, service providers, and government authorities as required.
• Prepare and manage general correspondence, meeting minutes, memos, and internal documentation.
• Ensure branch administrative records are aligned with HQ standards and procedures.
• Assist the Project Engineer and Facility Engineer in maintaining contractor records, tracking of project documentation, work orders, permits, site access forms, and HSE records.
• Monitor deadlines for contractor contract renewals and highlight expiry timelines to relevant stakeholders.
• Support engineers in preparing reports, work schedules, procurement requests, and filing of technical documents.
• Help coordinate logistics, materials tracking, and general project administration activities.
• Liaise with the HR in HQ, for other HR, Finance and Admin tasks.
• Assist with freight and delivery billing documentation (POs, DOs, invoices).
• Liaise with external vendors and finance team on payment follow-ups.
• Assist with audit queries and filing of financial documents.
• Provide general administrative support to branch operations and visiting staff.
• Perform any other duties as directed by the management.

Job Requirements :

Job Type : Full-time

Pay : RM3, RM4,000.00 per month

Benefits :

Application Question(s) :

Experience :

Work Location : In person

Expected Start Date : 09 / 22 / 2025