HR Assistant
1. Recruitment and Staffing
- Prepare and publish job advertisements.
- Screen applications and arrange interviews.
- Conduct interviews and reference checks.
- Prepare offer letters and employment documents.
- Coordinate new staff reporting dates and branch placements.
- Maintain updated manpower records for all branches.
2. New Staff Onboarding
- Prepare and complete the New Staff Joining Checklist.
- Brief new staff on company rules, employee handbook, benefits and HR procedures.
- Ensure employees sign all required documents, including:
- Offer Letter
- Employee Handbook
- Anti-Bribery and Corruption Policy
- Personal Data and other required declarations
- Arrange staff uniforms, name tags, system access and other necessary items.
- Monitor staff during the probation period and arrange confirmation evaluations.
3. Employee Relations and Disciplinary Matters
- Handle staff complaints, enquiries and workplace issues professionally.
- Conduct counselling and follow up on employee performance or attendance issues.
- Prepare show-cause letters, warning letters, suspension letters and other disciplinary documents.
- Assist in domestic inquiry proceedings when required.
- Keep proper records of misconduct cases and disciplinary actions.
- Ensure all cases are handled fairly, consistently and confidentially.
4. Resignation and Offboarding
- Process employee resignations and check notice-period requirements.
- Prepare acceptance of resignation and final settlement documents.
- Conduct exit interviews where required.
- Ensure the return of company property, uniforms, documents and system access.
- Coordinate final salary, leave balance and other outstanding matters.
5. Statutory and Legal Compliance
- Ensure HR practices comply with Malaysian employment laws and company policies.
- Assist with EPF, SOCSO, EIS, PCB and other statutory matters.
- Prepare documents for government departments, audits and inspections.
- Monitor the expiry and renewal of employee permits or licences, where applicable.
- Keep updated on changes to employment laws and HR requirements.
6. Training and Performance Management
- Coordinate internal and external staff training.
- Maintain employee training and attendance records.
- Arrange probation, confirmation and annual performance evaluations.
- Follow up with branch leaders on staff performance and improvement plans.
- Assist Management in employee development and succession planning.
7. HR Policies and Internal Communication
- Prepare and update HR policies, procedures, memos and staff announcements.
- Communicate HR matters clearly to branch leaders and employees.
- Ensure employees understand and follow company rules and procedures.
- Support the implementation of new HR systems and policies across all branches.
8. Staff Welfare and Company Activities
- Assist with staff benefits, insurance, medical claims and welfare matters.
- Coordinate staff events, team-building activities, annual dinners and celebrations.
- Support employee engagement and workplace improvement programmes.
- Perform any other HR-related duties assigned by Management.
- Diploma or Degree in Human Resource Management, Business Administration or a related field.
- At least 2 years of working experience in Human Resources is preferred.
- Familiar with Malaysian employment laws, EPF, SOCSO, EIS and payroll procedures.
- Good communication skills in English and Bahasa Malaysia. Mandarin will be an added advantage.
- Able to use Microsoft Word, Excel and HR or payroll systems.
- Well-organised, responsible and able to meet deadlines.
- Able to handle confidential information protessionally.
- Able to communicate and coordinate effectively with employees from different branches.
- Willing to travel to company branches when required.
- Accuracy and timeliness of payroll and attendance records.
- Recruitment vacancies filled within the required timeline.
- Completion of new staff documentation and onboarding.
- Accuracy and completeness of employee records.
- Timely handling of staff enquiries and disciplinary matters.
- Compliance with company policies and employment requirements.
- Employee turnover and probation confirmation follow-up.
- Timely submission of HR reports to Management.
- Fresh graduates are welcome
