Full Time Finance, HR - Admin Executive Jobs, in NovaLearn.org Federal Territory - Maukerja

Administration, Finance & HR Executive

Location: Kuala Lumpur

Employment Type: Full-time

Company: NovaLearn Malaysia Sdn. Bhd.

Reporting to: Management Team

About the Role

NovaLearn is looking for a hands-on Administration, Finance & HR Executive to support the day-to-day operations of our Kuala Lumpur office.

This is a broad, high-ownership role suited to someone who enjoys working in a fast-moving startup environment and is comfortable wearing multiple hats across finance administration, HR, recruitment, contracts and general company operations.

You will work closely with the Management Team and serve as a key operational point of contact to ensure that our financial administration, people processes, documentation and office operations run smoothly.

Key Responsibilities1. Finance & Payroll Administration

• Manage monthly payroll preparation and coordinate salary payments.
• Maintain accurate records of staff salaries, allowances, deductions and reimbursements.
• Coordinate statutory contributions and payroll-related requirements, including EPF, SOCSO, EIS and PCB, with relevant external parties where required.
• Review and process staff expense claims, reimbursements and supporting documentation.
• Manage accounts payable and accounts receivable administration, including invoices and payment tracking.
• Maintain organised financial records, receipts, invoices and supporting documentation.
• Prepare monthly expense and payment summaries for Management.
• Support budgeting, cash-flow tracking and basic financial reporting.
• Liaise with accountants, auditors, company secretary, banks and other external service providers as required.

2. Human Resources & Recruitment

• Coordinate recruitment for new team members, including posting vacancies, screening appwhats licants and arranging interviews.
• Conduct initial candidate screening where appropriate and coordinate interviews with hiring managers.
• Prepare employment offers, employment contracts and other HR documentation.
• Coordinate employee onboarding and offboarding.
• Maintain accurate and confidential employee records.
• Track annual leave, sick leave and other employee entitlements.
• Support payroll changes arising from new hires, resignations, salary adjustments and other employment changes.
• Ensure HR documentation and processes are aligned with company policies and Malaysian employment requirements.

3. Contracts & Corporate Documentation

• Prepare and review standard business documentation including NDAs, MOUs, service agreements and collaboration agreements using company templates.
• Prepare employment contracts, contractor agreements and related staff documentation.
• Coordinate contract review, approvals, signatures and filing.
• Maintain an organised contract and corporate document repository.
• Track important contract dates, renewals and outstanding documentation.
• Liaise with Management and external legal counsel on agreements requiring more complex legal review.
• Support preparation of documentation for new clients, partners and business collaborations.

This role supports contract administration and first-level review; complex legal matters will be escalated to Management or external legal counsel.

4. Office & Administrative Operations

• Oversee the day-to-day administrative operations of the Kuala Lumpur office.
• Manage office supplies, subscriptions, vendors and administrative service providers.
• Maintain organised digital records and filing systems.
• Coordinate meetings, company activities and internal administrative requirements.
• Support Management with documentation, reporting and operational follow-ups.
• Develop and maintain internal administrative processes, templates and SOPs.
• Identify opportunities to streamline and automate administrative workflows.
  

What We're Looking For

• Diploma or Bachelor's degree in Business Administration, Finance, Accounting, Human Resources, Legal Studies or a related discipline.
• Approximately 2–5 years of relevant experience across administration, finance, HR or business operations.
• Previous experience working in a startup, SME or fast-growing company is highly preferred.
• Practical experience handling payroll, expense claims, invoicing and financial administration.
• Familiarity with Malaysian payroll and statutory requirements including EPF, SOCSO, EIS and PCB.
• Experience preparing employment contracts and supporting recruitment processes.
• Comfortable working with and reviewing standard business agreements such as NDAs and MOUs.
• Strong Microsoft Excel / Google Sheets and general digital administration skills.
• Excellent written and verbal communication skills in English; Bahasa Malaysia proficiency is preferred.
• Strong attention to detail and ability to handle confidential information responsibly.
  

The Person We're Looking For

Because we're a growing company, we're looking for someone who is:

• Resourceful and independent — able to work through problems rather than waiting for detailed instructions.
• Highly organised — comfortable managing multiple deadlines, documents and stakeholders.
• Detail-oriented — particularly when handling payroll, expenses and contracts.
• Commercially sensible — able to understand the practical business context behind administrative tasks.
• Comfortable wearing multiple hats — priorities can move quickly in a startup environment.
• Proactive — notices what needs to be done and follows through.
• Trustworthy and discreet — the role will have access to confidential financial, employee and commercial information.
  

Why Join NovaLearn?

This is an opportunity to take ownership of the operational backbone of a growing education and technology company. Rather than being limited to one administrative function, you will gain exposure across finance, people operations, contracts and business operations, while working closely with the Management Team and supporting the company's growth across multiple markets.