HR & Admin Assistant

Job Responsibilities:

Human Resources:

• Leave Management: Update and maintain leave application records for all staff on a monthly and quarterly basis and obtain approval from managers for leave requests and ensure accurate documentation.
• Attendance Monitoring: Check monthly attendance records (half and full) for all divisions, ensuring accuracy and timely submission and maintain the attendance system and prepare monthly reports for payroll processing.
• Incentive: Prepare and process monthly incentives across all entities ensuring timely disbursement and accurate calculation.
• Statutory Contributions: Manage the monthly submission of statutory contributions via the online platform, ensuring compliance with deadlines.
• Employee Records: Assist in maintaining employee records, including staff details, medical claims, and updating databases as required. Assist to prepare and deliver payslips to employees.
• Recruitment Support: Assist with scheduling interviews for potential candidates and post job vacancies and filter candidates for interviews as per management's request.
• Documentation: Assist in preparing and filing HR documents, including offer letters, confirmation letters, and memos.
• Employee Welfare: Monitor and process medical claims, ensuring claims are within the yearly limit. Handle SOCSO claims for workplace accidents and assist with required documentation.
• Training and Grants: Assist with HRDC grants, applying for training approvals and claims when necessary.

Administration:

• Stationery and Office Supplies: Manage monthly orders for stationery and other office supplies for multiple divisions.
• Licenses and Certifications: Monitor business license renewals, fire extinguisher certifications, and JKKP certificates, ensuring timely renewals and compliance.
• Tenancy and Insurance Management: Assist in renew tenancy agreements and renewing insurance policies for non-motor assets, motor vehicles, and other company-related properties.
• Miscellaneous: Handle complaints or issues with local authorities such as MPKJ related to road maintenance, tree cutting, etc. Support general administrative tasks such as preparing memos, filing, and responding to queries from other departments.

Job Requirements:

• Diploma or Bachelor’s Degree in Human Resources, Business Administration, or a related field.
• 1-3 years of experience in HR and administrative roles.
• Strong organizational and multitasking abilities.
• Excellent communication skills (written and verbal).
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information.
• Basic understanding of HR practices.