HR ASSISTANT

Job Summary
The HR Assistant is responsible for providing administrative and operational support to the HR Executive in managing
the company's daily human resource activities.
The role focuses on maintaining employee records, coordinating recruitment activities, preparing monthly payroll
data, monitoring attendance and leave records, assisting with immigration documentation and supporting general
HR administration.
The successful candidate must be organised, detail-oriented, responsible and willing to learn. The individual should be
able to work closely with the HR Executive, follow established HR procedures and ensure that all assigned tasks and
documentation are completed accurately and on time.

Key Responsibilities

1. HR Administration & Employee Records

• Assist in handling the company's daily HR administrative activities and documentation.
• Maintain and update physical and electronic employee personnel files.
• Ensure employee records contain relevant documents, including personal particulars, identification documents, employment contracts, emergency contacts and other supporting information.
• Assist in preparing employment letters, confirmation letters, transfer letters, salary adjustment letters, warning letters and other HR-related documents as instructed.
• Update employee information in the server and maintain accurate employee databases.
• Assist in tracking employees' attendance, punctuality, absenteeism and leave records.
• Maintain and update employees' annual leave, medical leave and other leave balances.
• Assist in preparing leave summaries and attendance reports for payroll processing.
• Ensure all HR documents are properly organised, filed and maintained confidentially.
• Assist in photocopying, scanning, printing and distributing HR-related documents.

2. Payroll Preparation & Administration Support

• Assist the HR Executive in preparing and compiling monthly payroll information.
• Collect and verify employee attendance records, timesheets and overtime claims.
• Check employees' working hours, overtime submissions, allowances, unpaid leave and other payroll-related adjustments.
• Key in monthly payroll information into AutoCount Payroll Software for checking and review by the HR Executive.
• Assist in updating employee salary information, bank account details and statutory contribution particulars.
• Check payroll data for missing information, inconsistencies and possible errors before submission for review.
• Assist in preparing payroll summaries, payslips and supporting documents.
• Help maintain proper records of EPF, SOCSO, EIS, PCB/MTD and HRD Corp-related documentation.
• Assist in preparing statutory contribution schedules and payment records under the supervision of the HR Executive.
• Handle basic employee payroll enquiries and refer complicated salary or statutory matters to the HR Executive.
• Maintain strict confidentiality of payroll information and employee salary details.

3. Recruitment & Talent Acquisition Coordination

• Assist in coordinating the company's recruitment and manpower requirements.
• Prepare and post job advertisements on recruitment platforms, social media and other relevant channels.
• Monitor incoming job applications and maintain an updated candidate database.
• Conduct initial resume screening based on the job requirements and selection criteria.
• Shortlist suitable candidates and forward their applications to the HR Executive or relevant department heads.
• Coordinate interview schedules between candidates, HR and hiring managers.
• Communicate interview arrangements, confirmations and follow-ups with candidates.
• Prepare interview forms, candidate assessment sheets and other recruitment documents.
• Assist in conducting preliminary interviews when required.
• Follow up with selected candidates regarding employment offers and required documentation.
• Prepare onboarding documents and new employee checklists.
• Coordinate the collection of new employees' personal information, identification documents, bank details and other necessary records.
• Assist in arranging employee orientation and ensuring new employees complete the required joining formalities.
• Maintain recruitment records, interview schedules and recruitment status updates.

4. Immigration, Foreign Worker & Expatriate Documentation Support

• Assist the HR Executive in coordinating foreign worker and expatriate-related matters with appointed agents and foreign workers.
• Collect necessary documents and personal information from foreign workers for new applications, work permit renewals and other immigration-related processes.
• Check the completeness of passports, photographs, identification documents and other supporting documentation before forwarding them to the appointed agents.
• Maintain and regularly update foreign workers' personal information, passport details, work permit records and employment status.
• Monitor passport and work permit expiry dates and update the HR Executive on upcoming renewals.
• Follow up with foreign workers to obtain missing documents or additional information requested by the appointed agents.
• Assist in arranging passport renewals, medical examinations, document collection and other necessary appointments as instructed.
• Liaise with appointed agents and foreign workers to follow up on pending documents, application progress and renewal arrangements.
• Maintain proper filing of passport copies, work permits, approval documents and other immigration-related records.
• Update the foreign worker tracking list to ensure all information is accurate and up to date.
• Assist in preparing documentation for foreign worker onboarding, transfers, resignations, permit cancellations and repatriation.
• Report any issues relating to expired passports, work permits, missing documents or delays to the HR Executive promptly.

5. Employee Relations & Disciplinary Administration Support

• Assist the HR Executive in maintaining proper documentation of employee grievances, complaints and disciplinary matters.
• Record and organise employee feedback, complaints and relevant supporting documents.
• Assist in preparing show-cause letters, warning letters, counselling records and other disciplinary correspondence as instructed.
• Maintain records of employee attendance issues, misconduct reports and disciplinary actions.
• Assist in coordinating employee counselling sessions and disciplinary meetings.
• Prepare meeting arrangements, attendance records and relevant documentation.
• Assist in following up with department heads on employee-related matters.
• Maintain confidentiality when handling employee complaints, investigations and disciplinary records.
• Refer sensitive or complicated employee relations matters to the HR Executive for further action.

6. Performance Appraisal & Training Coordination

• Assist in coordinating the company's employee performance appraisal exercises.
• Distribute performance evaluation forms and follow up with department heads to ensure timely completion.
• Maintain records of employee probation reviews, confirmation assessments and annual performance appraisals.
• Assist in tracking employees' probation periods and remind the HR Executive of upcoming confirmation dates.
• Compile completed performance evaluation forms for HR review and filing.
• Assist in coordinating internal and external training programmes.
• Arrange training schedules, venues, attendance lists and training materials.
• Maintain employee training records and certificates.
• Assist in preparing HRD Corp training documentation and supporting records where required.

7. Employee Benefits, Insurance & Leave Administration

• Maintain updated records of employee leave applications and leave balances.
• Check leave applications for completeness and ensure proper documentation is submitted for approval.
• Assist in preparing monthly leave and absenteeism reports.
• Coordinate with employees and relevant departments on medical certificates and other leave supporting documents.
• Assist in maintaining records of employee benefits and company-provided facilities.

8. General HR Support & Reporting

• Assist in preparing monthly HR reports, employee headcount reports and other HR-related summaries.
• Maintain updated employee databases, recruitment trackers, leave trackers and immigration records.
• Assist in preparing documentation for internal audits, statutory inspections and management reviews.
• Support the HR Executive in implementing HR policies, procedures and administrative improvements.
• Ensure timely follow-up on assigned HR tasks and outstanding documentation.
• Assist in coordinating employee engagement activities, company events and staff welfare programmes.
• Ensure all employee information and HR documents are handled with confidentiality and professionalism.
• Perform other HR and administrative duties as assigned by the HR Executive or management.

Job Requirements

• Diploma or Bachelor's Degree in Human Resource Management, Business Administration or a related discipline.
• 3-4 years of hands-on experience in HR administration or a similar support role. Fresh graduates with a strong willingness to learn are encouraged to apply.
• Basic understanding of Malaysian employment legislation and the Sarawak Labour Ordinance.
• Basic knowledge of payroll administration and statutory contributions, including EPF, SOCSO, EIS and PCB/MTD.
• Familiarity with AutoCount Payroll Software or other HRMS/payroll systems will be an advantage.
• Proficient in Microsoft Office applications, particularly Excel and Word.
• Proficiency in English, Bahasa Malaysia and Mandarin, both written and spoken.
• Good organisational, administrative and time-management skills.
• High level of accuracy, attention to detail and ability to handle confidential information.
• Responsible, proactive, cooperative and willing to learn new HR processes and procedures.
• Able to work independently on assigned tasks while supporting the HR Executive in daily operations.