Executive, Recruitment Administration (Kuala Lumpur)

Responsibilities

• Coordinate candidate documentation, medical check-ups and background screening, ensuring all pre-employment checks are completed before offer issuance.
• Manage pre-boarding arrangements, HR system documentation, joining instructions and Day 1 readiness, including equipment and system access.
• Verify vendor invoices, process purchase requisitions and coordinate with Finance and Procurement to ensure timely and accurate payments.
• Monitor recruitment expenses against approved budgets, maintain payment trackers and resolve billing discrepancies with vendors.
• Coordinate Employment Pass and Dependant Pass applications, renewals and cancellations, ensuring accurate records and compliance with immigration requirements.
• Maintain recruitment trackers, screening records and expatriate databases, ensuring data accuracy, confidentiality and timely reporting.
• Liaise with candidates, hiring managers, HR teams, vendors and external authorities to ensure smooth recruitment and onboarding operations.
• Identify opportunities to improve administrative efficiency, streamline workflows and support HR projects and ad hoc assignments.

Requirements

• Bachelor’s Degree in Human Resources, Business Administration or a related field.
• Minimum 2 years of experience in recruitment administration, HR operations or a related field.
• Familiarity with HR systems, Applicant Tracking Systems (ATS) and Microsoft Office, particularly Excel.
• Basic knowledge of pre-employment screening, onboarding, expatriate pass administration and invoice processing.