GULF LUBES MALAYSIA SDN BHD Hiring! Full Time Administration - Licensing Executive in Selangor, Earn up to MYR 3,500 - Ricebowl

Gulf Lubes Malaysia, located at the Port Klang Free Zone, Pulau Indah, Selangor, is a biodiesel manufacturing plant committed to operational excellence and sustainable energy solutions. Operating under the same group as TPG Oil & Gas, we continue to expand our operations and strengthen our workforce.

To manage and maintain all company licenses, permits, registrations and related regulatory documentation for all entities within the Group, ensuring that all licenses are valid, renewed on time and properly maintained.

The position will also provide support in HR and general administrative matters and undertake other ad-hoc duties as assigned by the Supervisor.

Key Responsibilities

1. Licensing & Regulatory Management – Main Responsibility

· Manage and maintain the complete register of company licenses, permits, certificates, registrations and approvals for all company entities.

· Monitor license validity, renewal dates and expiry dates to ensure timely renewal and avoid business disruptions or penalties.

· Coordinate the preparation and submission of new license applications, renewals, amendments and cancellations.

· Liaise with relevant government authorities, regulatory bodies, agencies and external parties regarding licensing and regulatory matters.

· Maintain proper records of all licenses, supporting documents, applications, approvals and correspondence.

· Ensure all original and updated licenses are properly filed and readily accessible.

· Maintain a licensing tracker/calendar and provide regular updates to the Supervisor/Management on upcoming renewals and outstanding matters.

· Follow up with relevant departments or personnel to obtain documents required for licence applications and renewals.

· Ensure licensing requirements are communicated to the relevant departments and followed accordingly.

· Assist in identifying and monitoring any changes to licensing or regulatory requirements that may affect the company.

· Coordinate inspections, appointments or visits by relevant authorities where required.

· Escalate any licensing issues, delays, non-compliance or potential risks to the Supervisor promptly.

2. HR Support

· Provide administrative support to the HR team in day-to-day HR activities.

· Assist with employee documentation, records and filing.

· Support onboarding and offboarding activities, including preparation and collection of relevant documents.

· Assist with work permits, visas, immigration-related documentation and other employee-related applications where required.

· Assist HR in maintaining accurate employee records and documentation.

· Support HR activities, meetings, events and other administrative requirements as assigned.

3. General Administration

· Provide general administrative support to ensure smooth daily operations.

· Prepare letters, forms, reports, schedules and other administrative documents.

· Maintain proper filing systems for company and administrative records.

· Coordinate with internal departments, vendors and external parties when required.

· Assist with office administration, documentation and other operational matters.

· Ensure confidential company and employee information is handled appropriately.

Qualifications & Requirements

· Diploma/Degree in Business Administration, Human Resources, Management, or related field.

Preferably 2–4 years of experience in administration, HR administration, licensing, compliance or a related role.

· Experience dealing with government agencies or regulatory authorities will be an advantage.

· Good organizational and documentation skills.

· Strong follow-up and coordination skills.

· Able to manage multiple licenses, deadlines and tasks simultaneously.

· Good communication and interpersonal skills.

· Proficient in Microsoft Office, particularly Excel, Word and Outlook.

· Detail-oriented, responsible and able to work independently.

· Able to maintain confidentiality when handling company and employee information.

Job Type: Full-time

Pay: RM1,700.00 - RM3,500.00 per month

Work Location: In person