Job Description

Administrative & Documentation Support

• Maintain and update both digital and physical employee records and personal files with high accuracy and confidentiality.
• Prepare HR-related letters and documents (eg. Employment Contracts, Confirmation Letters, Warning Letters, Reference Letters) following company templates and local legal requirements.
• Assist in the preparation of reports of HR metrics, headcount, turnover and attendance.
• Manage HR office supplies and ensure the HR department is well-organized.

Recruitment & Onboarding Support

• Post job advertisements on various job portals (eg. Jobstreet, Linkedin, Hiredly, Jobstore, etc)
• Screen resumes and schedule interviews with candidates and hiring managers.
• Prepare interview kits and coordinate interview logistics.
• Assist in the new hire onboarding process: prepare onboarding packages, coordinate first-day schedules, and conduct introductory HR briefings.
• Ensure all new hire documents are collected and verified (IC copy, certificates, bank details, EPF/SOCSO forms).

Employee Lifecycle & Records

• Process documentation for employee status changes (promotions, transfers, resignations).
• Assist in the exit management process: schedule exit interviews, prepare clearance forms, and calculate final entitlements.
• Update organizational charts and employee directories.

Payroll & Statutory Support (Administrative)

• Provide administrative support for the monthly payroll process by compiling and verifying data such as attendance, overtime, claims and leave records.
• Assist in the submission of statutory contributions (EPF, SOCSO/PERKESO, EIS, HRDC) and ensure timely payments.
• Help employees with basic queries regarding their payslips and statutory deductions.

Training & Development Support

• Coordinate training logistics: book venues, arrange equipment, handle registrations, and process training grant applications (eg. with HRD Corp.).
• Maintain training records and database.

Employee Relations & Engagement

• Serve as a friendly first point of contact for employee HR queries, redirecting complex issues as needed.
• Support in organizing company events, employee engagement activities, and CSR initiatives.
• Assist in the communication and administration of company policies and procedures.

Compliance

• Ensure all HR practices adhere to the latest Malaysian Employment Act 1955, Industrial Relations Act, and other relevant regulations (eg. PDPA for data privacy).
• Stay updated on changes in Malaysian Labour Laws.

Job Requirements

Education: Certificate or Diploma in Human Resources, Business Administration, or a related field.

Experience: 1-2 years of experience in an HR or administrative role. Fresh graduates with relevant internships are encouraged to apply.

Technical Skills:

• Proficiency in MS Office (Excel, Word, PowerPoint) is essential.
• Familiarity with HR Information Systems (HRIS) or payroll software (eg. SQL Payroll/EPS) is a strong advantage.

Language: Proficiency in English and Bahasa Malaysia is required. Ability to speak Mandarin or other dialects is an added advantage for multinational or local contexts.

Key Competencies:

• High level of discretion and confidentiality.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy in data entry.
• Good interpersonal and communication skills.
• Ability to work independently and as part of a team.
• Basic understanding of Malaysian employment laws and statutory requirements (EPF, SOCSO, EIS, HRD Corp).

Skills