Administrative Assistant

“Chemical Company of Malaysia Berhad (“CCM”) is a leading manufacturer and supplier of chlor-alkali and polymer chemicals in Malaysia, with over 50 years of industry expertise. We provide essential chemicals that are integral to everyday life such as water purification, detergents, and healthcare. CCM is a wholly-owned subsidiary of Batu Kawan Berhad (“BKB”), a conglomerate which is a major shareholder of Kuala Lumpur Kepong Berhad, a leading Malaysian sustainable agriculture company. Both BKB and KLK are top 50 publicly listed companies in Malaysia with global operations.

Why join us?

Starting a career with CCM offers the opportunity to make a meaningful impact both locally and globally, while also providing a platform for personal growth and recognition. At CCM, we recognise that our employees are fundamental to the sustainability of our business. If you are ready to work hard, demonstrate commitment and possess a willingness to learn, we would love to connect with you!"

Main duties:

• Executive Expense Claims Administration - Compile, review and verify expense claims submitted by MSCIL and CCMM executives (based at Lahat), ensuring accuracy, completeness and compliance with company policies prior to final approval and processing.

• Courier and Document Dispatch Coordination – Coordinate weekly courier arrangements and manage the dispatch of internal and external documents, including MSCI Group and CA expenditure proposals, Accounts credit limit proposals, MSCIL and CA agreements, and asset disposal forms, ensuring timely and efficient document handling.

• E-Leave System Administration – Monitor and administer the HR2000 E-Leave system for CCMM executives (based at Lahat) and MSCIL executive-level leave applications, ensuring proper recording, tracking and follow-up of leave matters.

• Time Management System Monitoring – Monitor and administer the MSCIL Time Management System (TMS) and Nigen System to ensure proper system usage, record maintenance and timely resolution of administrative matters

• Group Executive Overtime Compilation – Compile and verify overtime (OT) information for Group Executives to support accurate record-keeping and payroll processing.

• Sustainability Reporting Support – Compile, update and maintain sustainability-related information for the HR sections of MSCIL and CCMM to support reporting requirements.

• Executive Personnel File and Employee Lifecycle Administration – Manage and maintain executive personnel files under the Confidential Secretary's custody, including:

  Onboarding: Coordinate administrative documentation, uniform arrangements and IT-related setup with the respective Operating Centres (OCs).

  Offboarding: Coordinate exit interviews, company property clearance and handover documentation to ensure proper completion of exit procedures.

• Executive Probation and Confirmation Tracking – Monitor and follow up on Group Executive probationary assessments, ensuring timely completion of performance evaluations.

• Hotel and Site Arrangement Coordination – Arrange hotel accommodation for MSCIL and coordinate with external contractors for site-related arrangements during projects, ensuring smooth logistical support.

• Monthly HR Reporting – Compile and submit monthly HR-related reports to Group HR personnel, ensuring the accuracy and timeliness of information provided.

• Audit Documentation Support – Assist in compiling and maintaining MSCIL executive-related documentation for audit purposes, including MSCIL meeting minutes and license and agreement listings.

• Annual Group Executive PCB Tax Relief Compilation – Coordinate the annual compilation of Group Executive tax relief information and supporting documentation for Monthly Tax Deduction (PCB) purposes.

• Company Vehicle Administration – Coordinate company car insurance renewals, insurance claims, letters of authorisation and credit facility arrangements, ensuring timely renewal and proper documentation

• Group Executive On-the-Job Training (OJT) Tracking – Monitor, update and maintain Group Executive OJT records to support HSE audit requirements and ensure compliance with applicable training and documentation requirements.

Job Requirements:

Qualification:          Minimum Diploma in HR & Administrative or its equivalent.

Experience:             Minimum 2 years of working experience in related discipline.

Skills:                         Interpersonal relations and communication abilities.

                                   Planning, organizing and coordination.

                                   High level of confidentiality.

                                   Personal integrity.

Others (if any):        Proficient in written and spoken English and Bahasa Malaysia.