Job Description
Job Summary
As an HR Assistant, you will play a crucial role in supporting our Human Resources department in various administrative tasks and day-to-day operations. You will work closely with HR COEs and assist in maintaining personnel records, managing employee documentation, and ensuring compliance with company policies and procedures. Additionally, you will have the opportunity to engage with employees, providing support and assistance as needed.
Job Responsibilities
- Process employee status changes, such as promotions, transfers, employment confirmation, terminations, etc., and update relevant documentation accordingly.
- Respond to employee inquiries regarding HR policies, benefits, and other related matters, providing guidance and support as needed.
- Maintain confidentiality and discretion when handling sensitive employee information and HR related matters.
- Provide administrative support to the HR Team, including handling phone calls, emails, and correspondences.
- Assist in managing office supplies and inventory, ensuring adequate stock levels, and ordering supplies as needed.
- Assist in coordinating meetings and appointments, including scheduling, sending out invitations, and arranging necessary resources and in organising company events, such as social gatherings, including logistics and refreshments.
- Prepare and distribute documents, reports, and all matters related to staff purchases and car loans.
- Maintain accurate and up-to-date records, files, and databases ensuring easy accessibility and retrieval of information.
- Manage all matters related to generating purchase orders, requisitions, etc in SAP.
- Manage employee records in Healthmetrics eg create and terminate employee profiles and manage system settings.
- Assist in office administration duties, eg. business license renewal, employee parking registration, coordinate staff purchase and other related administrative duties.
- Serve as a role model and advocate for the company’s culture and values both internally and externally.
- All employees are expected to demonstrate flexibility in delivering their work, proactively contributing to team goals as well as overall business goals and working collaboratively across all levels. You may be required to undertake duties not explicitly mentioned in the job description that are consistent with your role.
- Support ad-hoc projects and provide expertise as needed.
Education & Qualification
Minimum Bachelor's degree in Human Resources, Psychology, Business Administration, or related field preferred.
Relevant Experience & Years of Service
Prior experience in an administrative role, preferably within an HR department or similar environment. Fresh graduates are encouraged to apply.
Technical Skills & Professional Knowledge
- Ability to quickly comprehend requirements and carry out transactions in accordance with set standards.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent attention to detail and accuracy in data entry and record-keeping.
- Exceptional communication and interpersonal skills, with the ability to interact effectively with employees’ at all levels in English and Bahasa Malaysia.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with HRIS platforms will be an added advantage.
- Proficiency with creative platforms such as Canva and Microsoft Clipchamp will be advantageous.
- Effective communication skills, both verbal and written, with the ability to interact professionally with employees at all levels.
- Demonstrated discretion and integrity when handling confidential information.
- Proactive and self-motivated, with a willingness to learn and adapt in a fast-paced environment.
Competencies
- Able to make and assess personal/team decisions and align actions with organisation’s vision and mission.
- Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal.
- Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenges the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes.
- Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team’s commitments.
- Able to understand and prioritise stakeholders’ needs/expectations and develop solutions to improve service delivery.
- Able to appreciate the complex interrelationships between external factors and internal business operations and develops strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy.
- Able to nurture the culture of learning organisation.
- Able to develop strategic plans in response to market shifts and shocks to accomplish organizational goals; adaptability to changes in business landscape.
- Adaptability and flexibility to changes in business landscape demonstrating initiative concerning forward thinking and planning.
- Exhibits high level of integrity, professionalism, objectivity, personal accountability, and ability to maintain confidentiality and sensitive information.
