HR & Admin Assistant

About the role

The HR & Admin Assistant is responsible for providing comprehensive human resources and administrative support to ensure smooth daily operations of the company. This role assists in employee administration, attendance management, government compliance, office administration, welfare coordination, licensing activities, and general office management

Key Responsibilities

Human Resources Responsibilities

1)      Employee Administration

• Maintain and update employee personal records, HR databases, and filing systems.
• Prepare and manage employee attendance, leave, overtime, and absenteeism records accurately and timely.
• Support onboarding and offboarding processes, including preparation of employment documents.
• Assist in maintaining employee welfare programs, including uniforms, safety shoes, lockers, and other employee benefits.
• Coordinate employee training schedules and maintain training records.
• Assist in payroll-related documentation and verification of attendance records.
• Ensure employee records are maintained in compliance with company policies and statutory requirements.

 2)      HR Compliance & Government Liaison

• Assist in preparing and submitting reports to relevant government authorities when required.
• Coordinate applications and renewals of government-related licenses and certifications.
• Liaise with external agencies and government bodies on HR and administrative matters.
• Support compliance with labor laws, company policies, and workplace regulations.

Administrative Responsibilities

1)      Office Administration

• Provide general administrative support to ensure efficient office operations.
• Answer and direct phone calls professionally and respond to emails promptly.
• Manage incoming and outgoing correspondence, documents, and courier services.
• Organize and maintain filing systems, both electronic and physical.
• Schedule appointments, meetings, and maintain meeting room arrangements.

2)      Travel & Logistics Coordination

• Arrange business travel, including flight bookings, hotel reservations, transportation, and travel itineraries for employees and management.

3)      Facility & Office Management

• Monitor office cleanliness and workplace organization in accordance with 5S practices.

• Coordinate office maintenance and repairs with vendors and service providers.

• Ensure proper functioning of office equipment through preventive maintenance and servicing.

• Manage office inventory and supplies, including stationery, pantry items, and consumables.

• Monitor stock levels and place purchase requests as needed.

• Regulatory & Licensing Administration

• Responsible for application, renewal, and record maintenance of licenses and permits, including but not limited to:

  DOSH (JKKP), MIDA, MBJB, Bomba, Customs, Other statutory and regulatory licenses

 4)      Reporting & Documentation.

• Prepare and submit monthly and annual reports required by management and relevant government authorities.
• Maintain proper documentation and records to support audits and compliance requirements.

5)      Other Duties

• Handle ad hoc assignments and projects as directed by the immediate superior or management.
• Ensure deadlines are met while adapting to changing priorities and operational requirements.

Job Requirements:

• Certificate, Diploma, or equivalent qualification in Human Resources, Business Administration, Management, or related field.
• Minimum 1 year of relevant working experience in HR, Administration, or Clerical Support role.
• Experience in a manufacturing environment will be an added advantage.
• PC literacy and experience with MS Office applications
• Excellent communication & interpersonal skills
• Good command of English & Malay (spoken and written).
• Results-oriented, strong follow-up, and good negotiation skills.
• Pleasant personality and ability to interact with all levels of people