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.