Job Description

Job Summary

We are seeking a detail-oriented, organised and proactive HR & Admin Executive (Retail & Events) to support our Human Resources and administrative operations, with a primary focus on retail workforce management, payroll preparation, recruitment, attendance monitoring, employee claims, event manpower coordination and retail administration.

The ideal candidate will have hands-on HR and payroll experience, preferably within the beauty, cosmetics, skincare, retail or events industries, and be comfortable coordinating with multiple retail outlets and departments.

Key Responsibilities

Recruitment & Manpower Coordination

• Handle recruitment for retail employees, store assistants, promoters, part-timers, event crew and temporary staff.
• Prepare job advertisements, screen applications, coordinate interviews and facilitate hiring arrangements.
• Prepare offer letters, employment contracts and onboarding documentation.
• Coordinate manpower requirements with Retail and Event Managers.
• Maintain employee records, recruitment trackers and databases of available part-time and event personnel.
• Monitor probation, confirmation, contract renewals, resignations and employee movements.

Retail HR, Attendance & Payroll Support

• Collect, review and verify attendance records, staff rosters and timesheets from retail outlets.
• Calculate normal working hours, overtime, rest-day work, public-holiday payments and other applicable payroll items.
• Verify attendance discrepancies, missed clock-ins, shift changes, lateness and absences.
• Check approved sales commissions, incentives, allowances and staff-related payments.
• Coordinate with Retail Managers to confirm attendance records and approved overtime.
• Prepare outlet-level payroll summaries and supporting documentation for HR and Finance review.

Event Manpower & Payroll Coordination

• Coordinate recruitment and deployment of event crew, promoters, temporary workers and part-time employees.
• Assist with event manpower scheduling, staff rosters and reporting arrangements.
• Collect and verify event attendance records, timesheets and approved working hours.
• Calculate event crew wages, overtime, allowances and other applicable payments.
• Track manpower changes, replacements, cancellations, no-shows and additional staffing requirements.
• Prepare event manpower cost summaries and reconcile actual attendance against approved manpower arrangements.

Monthly Payroll Processing

• Compile and verify monthly payroll data for full-time, part-time, contract and temporary employees.
• Prepare calculations for salaries, hourly wages, overtime, commissions, incentives, allowances and deductions.
• Verify unpaid leave, attendance adjustments and other payroll changes.
• Assist with statutory contributions, including EPF, SOCSO, EIS and PCB.
• Support final salary calculations for resigning employees.
• Prepare payroll reports and supporting documents for management approval.
• Liaise with Finance to ensure timely and accurate payroll processing.
• Maintain payroll confidentiality and proper documentation.

Claims & Reimbursement

• Receive, review and verify staff claims, including transport, parking, tolls, mileage, meals, accommodation and event-related expenses.
• Check receipts, supporting documents, approval status and compliance with company policies.
• Identify incomplete, duplicate or unsupported claims for clarification.
• Prepare monthly claims summaries and submit approved claims to Finance.
• Monitor outstanding claims and reimbursement records.

Retail Administration & Operational Support

• Provide daily administrative support to retail outlets and coordinate operational matters between Retail Managers and HQ.
• Maintain proper documentation of outlet records, administrative forms, staff information and company assets.
• Coordinate staff uniforms, name tags, access cards, store keys and other employee-related requirements.
• Maintain records of company property issued to retail employees and follow up on the return of items upon resignation, transfer or termination.
• Assist in coordinating approved outlet supplies, stationery, administrative materials and other operational requirements with Procurement.
• Follow up on retail outlet maintenance requests, including air-conditioning, lighting, internet, POS equipment and other facilities.
• Liaise with mall management, approved vendors, contractors and internal departments regarding outlet administrative arrangements.
• Maintain relevant outlet documentation, including permits, licences, service agreements and renewal records, where applicable.
• Collect and organise outlet-related invoices, receipts and approved expenses for Finance verification.
• Assist with administrative arrangements for new store openings, relocations, renovations, promotional campaigns and retail events.
• Monitor outstanding administrative matters and follow up with relevant departments to ensure timely resolution.

General HR & Administration

• Maintain employee personal files, leave records, attendance records and HR documentation.
• Prepare HR correspondence, employment letters, confirmation letters, resignation documentation and other administrative documents.
• Support employee onboarding, offboarding and exit procedures.
• Maintain accurate employee information in HR and payroll systems.
• Assist with monthly HR, attendance, recruitment, payroll and manpower reports.
• Support employee engagement activities, internal communications and HR policy implementation.
• Ensure proper recordkeeping and compliance with company policies and applicable Malaysian employment legislation.
• Perform other HR and administrative duties as assigned by Management.

Job Requirements

 Job Requirements

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Accounting or a related discipline.
• Preferably 2–3 years of relevant working experience in HR administration, payroll processing, retail operations or a similar role.
• Candidates with HR and payroll experience in the beauty, cosmetics, skincare, retail or events industries will be highly preferred.
• Hands-on experience in managing retail outlet attendance, promoter payroll, part-time staff wages, event crew payments and related HR administration is an added advantage.
• Familiarity with retail shift schedules, timesheet verification, overtime calculations, commissions, incentives and staff claims.
• Proficient in Microsoft Excel, including formulas and payroll calculations.
• Experience using SQL Payroll or other HR/payroll systems is an advantage.
• Knowledge of Malaysian employment legislation and statutory payroll requirements, including EPF, SOCSO, EIS and PCB.
• Strong numerical, organisational and problem-solving skills with excellent attention to detail.
• Good communication and coordination skills when dealing with Retail Managers, Event Managers, Finance, vendors and employees.
• Ability to multitask, work independently and meet deadlines.
• Responsible, trustworthy and able to maintain confidentiality of employee and payroll information.

What We're Looking For

• Detail-oriented: Ensures accuracy in payroll, attendance, claims and administrative records.
• Proactive: Able to identify discrepancies and follow up on outstanding matters.
• Well-organised: Comfortable managing multiple outlets, events and deadlines.
• Strong coordinator: Able to communicate effectively across departments.
• Reliable and responsible: Handles confidential information professionally and completes tasks on time.

Join GLAMPICK and be part of our growing beauty, retail and events business!

Skills