HR & Administration Executive

Job Description:

• Handle and coordinate the Firm’s day-to-day HR and administrative matters.
• Maintain employee records, leave and attendance records, personnel files and HR documentation, ensuring that records are accurate and up to date.
• Coordinate recruitment administration, including job postings, interview arrangements and communication with candidates.
• Coordinate onboarding, confirmation and offboarding processes, and other employee administration.
• Attend to routine HR and administrative related queries and escalate matters where appropriate.
• Coordinate general office administration, including stationery and office supplies, vendors, facilities and other operational requirements.
• Coordinate the annual administrative process for the Firm’s Professional Indemnity Insurance (PII) renewal, including compilation of information and documentation, follow-ups and monitoring of deadlines.
• Coordinate the annual Sijil Annual and Practising Certificate (SAPC) process for the Firm’s lawyers, including maintaining records, monitoring deadlines, following up on outstanding requirements and liaising with the Malaysian Bar where necessary.
• Maintain and monitor records of the Firm’s licences, registrations, renewals and other compliance-related documentation, and proactively flag upcoming deadlines.
• Assist with Firm meetings, events and other internal administrative arrangements where required.
• Perform other HR, administrative and operational duties as may reasonably be assigned from time to time.

Qualifications and Requirements:

• Minimum 3 years’ relevant working experience in HR and/or administration, with the ability to independently handle routine HR and administrative processes.
• Experience in a law firm or professional services environment will be an added advantage.
• Experience in SAPC, PII, professional registrations, renewals or other compliance-related administration will be an added advantage.
• Good command of written and spoken English.
• Proficient in Microsoft Office applications, particularly Word, Excel and Outlook.
• Strong organisational, coordination and follow-up skills, with the ability to manage multiple tasks and deadlines.
• Detail-oriented and systematic, particularly in maintaining records and monitoring deadlines.
• Able to work independently with minimal supervision and take ownership of assigned matters through to completion.
• Good communication and interpersonal skills, with the ability to deal professionally with Partners, lawyers, staff, candidates, vendors and external parties.
• Responsible, reliable and discreet, with a strong understanding of confidentiality in a professional services environment.
• Proactive, practical and willing to be hands-on in dealing with day-to-day HR and administrative matters.