Human Resources Assistant

The HR Assistant provides administrative and operational support to the HR department, ensuring the smooth running of daily HR functions. This role is key in maintaining proper HR documentation, filing, and ensuring the HR office and back office are presentable, organized, and operating efficiently. The HR Assistant will work closely with the Assistant HR Manager (AHRM) and HR Manager (HRM) to assist in HR initiatives, employee engagement activities, and compliance with policies and procedures.

Key Responsibilities

1. Administrative & Filing

• Maintain accurate, organized, and up-to-date employee records (hardcopy and digital).
• Manage filing systems for personnel files, contracts, leave forms, training records, and disciplinary records.
• Ensure confidentiality and compliance with HR data protection policies.

2. HR Office & Back Office Presentation

• Ensure the HR office and back office areas are neat, presentable, and welcoming at all times.
• Oversee office supplies, stationery, and HR notice boards.
• Support in creating a positive first impression for employees visiting the HR office.

3. HR Support & Coordination

• Assist AHRM and HRM with daily HR operations.
• Prepare HR letters, memos, and documentation (confirmation letters, warnings, etc.).
• Support onboarding and offboarding processes (employee kits, clearance, exit interviews).
• Assist in employee engagement activities and HR events.

4. Payroll & Attendance Support

• Verify and consolidate attendance data for payroll preparation.
• Assist in tracking overtime, allowances, and staff benefits documentation.

5. Learning & Development Support

• Maintain training records and attendance sheets.
• Assist in scheduling training sessions and ensuring training materials are prepared.

6. Compliance & Policy

• Support in ensuring adherence to company HR policies, employee handbook, and labor law requirements.
• Maintain records for HR audit readiness.

Core Competencies

• Strong attention to detail and organizational skills.
• Good communication and interpersonal skills.
• Confidentiality and integrity in handling sensitive information.
• Ability to multitask and prioritize tasks efficiently.
• Team player with a positive, proactive attitude.
• Strong MS Office and HRIS system knowledge (advantage).

Qualifications

• Diploma or Degree in Human Resources Management, Business Administration, or related field.
• Minimum 1–2 years of HR administrative experience, preferably in hospitality.
• Fresh graduates with strong internship experience in HR may also be considered.
• Knowledge of Malaysian Employment Act and HR practices is an advantage.
• Proficiency in both written and spoken English and Bahasa Malaysia.