Human Resource / Admin Assistant

Recruitment and Onboarding:

• Assist in the recruitment process by posting job ads, screening resumes, scheduling interviews, and coordinating with department heads.
• Support the onboarding of new employees, including preparing offer letters, employment contracts, and collecting required documentation.
• Ensure smooth orientation for both local and foreign employees by providing them with necessary information about clinic policies, job responsibilities, and benefits.

Employee Record Management:

• Maintain and update employee files, ensuring all records are accurate and up to date (e.g., personal details, contracts, leave balances).
• Ensure that work permits, visas, and professional licenses for foreign staff are valid and renew them before expiration.
• Monitor and track probation periods, contract renewals, and performance reviews.

Foreign Staff Management:

• Assist foreign employees in obtaining necessary work permits, Professional Visit Pass (PVP), or Temporary Permit to Practice (TPP).
• Ensure compliance with government regulations regarding foreign staff employment.
• Help foreign staff settle into their new roles, providing support with housing, local transportation, and cultural adaptation if needed.

Payroll and Benefits Administration:

• Assist with payroll processing by collecting and verifying time records, leave applications, and other relevant data.
• Support the administration of employee benefits such as medical insurance, allowances and leave entitlements.
• Ensure proper documentation for employee claims and reimbursements.

Employee Relations and Support:

• Act as a point of contact for employees regarding HR-related inquiries, such as leave applications, benefits, and policies.
• Assist in resolving employee grievances or workplace conflicts by liaising between staff and management, ensuring a positive work environment.
• Help organize staff engagement activities such as team-building events, wellness programs, and monthly employee activities.

Attendance and Leave Management:

• Monitor staff attendance, handle leave applications, and maintain accurate records of absences.
• Ensure the scheduling of shifts, especially for foreign staff, aligns with clinic operational requirements and employee preferences where possible.
• Track overtime and ensure it is accurately reflected in payroll.

Training and Development:

• Coordinate employee training sessions, workshops, and professional development programs.
• Maintain training records and provide reminders for required certifications or renewals.

Compliance and Legal Documentation:

• Ensure compliance with local employment laws, especially with regard to foreign employees.
• Prepare documents required by local authorities or labor departments, such as work permits, visa renewals, and reports for employee numbers and benefits.
• Stay updated on any changes to labor laws or immigration policies that may affect the clinic’s operations.

Office Administration and Support:

• Provide general administrative support, including answering calls, managing emails, filing documents, and ordering office supplies.
• Assist in organizing meetings, preparing meeting minutes, and maintaining office records.
• Ensure the clinic’s general administrative functions run efficiently.

General HR and Administrative Tasks:

• Support the HR team in managing performance reviews, employee evaluations, and disciplinary actions when necessary.
• Assist with exit interviews, offboarding procedures, and preparation of final salary payments for resigning or terminated employees.
• Help with other administrative tasks as required by the HR Manager or Clinic Manager.

Skills and Qualifications:

• Diploma or degree in Human Resources, Business Administration, or a related field.
• Previous experience in an HR or administrative role is preferred, particularly in a veterinary or medical environment.
• Knowledge of employment laws and regulations, especially concerning foreign staff management.
• Strong communication and interpersonal skills, with the ability to handle sensitive information confidentially.
• Proficiency in using HR software, Microsoft Office (Word, Excel, PowerPoint), and email.
• Excellent organizational skills, with the ability to manage multiple tasks simultaneously.
• Experience working with foreign staff and knowledge of work permit processes (preferred).
• Strong problem-solving skills and the ability to work independently and as part of a team.

Job Types: Full-time, Permanent

Pay: RM1,700.00 - RM2,000.00 per month

Benefits:

• Meal provided
• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Overtime pay
• Performance bonus

Ability to commute/relocate:

• Gelang Patah: Reliably commute or planning to relocate before starting work (Preferred)