HR & Office Executive – Expatriate Visa Administration

Job Description

People & Culture Administrator | Confidential Employer

The Tone:
This is a full-time administrative role providing essential Human Resources and office management support. Based primarily in Kuala Lumpur, Malaysia, the role also extends support to Taiwan and other regional offices as needed. The company’s specific industry or products are not detailed in this description. This position is vital for maintaining smooth employee lifecycle processes, ensuring the accuracy and compliance of HR records, and fostering a positive employee experience across the supported regions.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person – Kuala Lumpur

• Team: Reports to the Senior HR Manager
• Mission: Ensure smooth, compliant employee lifecycle processes, maintain accurate and auditable HR records, and contribute to a positive employee experience across Malaysia, Taiwan, and other regional offices.
• Tech Stack: BambooHR, Metronome, Rippling (advantage), Spreadsheets

What You’ll Actually Do
• HR Administration & Compliance: Handle a diverse range of HR queries from employees, meticulously prepare official employment letters, and ensure all employee documentation and audit records are maintained in strict adherence to local regulatory requirements for Malaysia and Taiwan.
• Employee Lifecycle Management: Take full ownership of coordinating critical employee lifecycle stages, including managing job offers, facilitating seamless onboarding experiences, tracking and reviewing probation periods, processing all employee changes, and executing comprehensive offboarding procedures.
• HR Systems & Data Integrity: Expertly maintain precise and up-to-date employee records, personnel files, and organizational charts within core HR Information Systems (HRIS) such as BambooHR and Metronome, ensuring data accuracy for reporting and compliance.
• Office Operations & Engagement: Oversee comprehensive office management duties for Malaysia and Taiwan offices, which include managing facilities, liaising with cleaners and building management, ensuring adequate supplies, stationery, and pantry stock, while also coordinating employee engagement events, celebrations, and meals, including all necessary logistics and vendor arrangements.
• Expatriate & Expense Administration: Coordinate all aspects of expatriate visa applications and renewals, ensuring that all required documentation is submitted accurately and within prescribed timelines, and meticulously update and reconcile monthly PBB expense files for timely submission to the Finance department.

The Must-Haves
• Background: Possess a Diploma or an undergraduate degree in Human Resources, Business Administration, or a closely related field, demonstrating foundational knowledge in HR principles and administrative practices.
• Experience: Bring 3–5 years of dedicated experience in HR administration, HR operations, or a generalist HR capacity. Crucially, this includes essential hands-on experience managing Expatriate Pass (EP) applications and renewals, navigating FKW (Foreign Knowledge Worker) matters, and effectively liaising with MDEC (Malaysia Digital Economy Corporation) and Immigration authorities.
• Skills: Demonstrate strong organizational capabilities, exceptional attention to detail, and a proven ability to efficiently manage and prioritize multiple competing tasks. Possess familiarity with various HRIS platforms and strong proficiency in using spreadsheets for data management.
• Bonus: Previous experience utilizing Rippling as an HRIS platform is considered a valuable advantage for this role.