ADMIN ASSISTANT

INDUSTRIAL QUALITY MANAGEMENT SDN BHD; Shah Alam; On-site; MYR 28,000 - 39,000; Full time

Job summary

Industrial Quality Management Sdn Bhd, a Shah Alam-based manufacturer, is seeking an Admin Assistant to support payroll, attendance, benefits, office admin, and HR tasks. The role involves maintaining records, coordinating events, and ensuring compliance with 5S/ISO standards.

You will work closely with the Admin & HR Executive, handle confidential information, and use MS Office to keep documentation, payroll inputs, and attendance logs accurate and timely. Fresh graduates are welcome.

Qualifications

• Diploma or degree in Human Resources, Business Administration, Management, or related field.
• Fresh graduates are encouraged to apply.
• 1–3 years of hands-on payroll, admin, or HR assistant experience preferred.
• Strong communication and interpersonal skills.
• Good organizational and documentation abilities and ability to handle confidential info.

Responsibilities

• Process bi-monthly payroll accurately and ensure timely disbursement.
• Collect and check employee OT forms, leave requests, and medical certificates.
• Handle statutory contributions and online payments within monthly timelines.
• Prepare and distribute employee payslips and EA Forms.
• Track daily attendance, leaves and lateness; issue notices per policy.
• Maintain employee IDs and quarterly attendance logs.
• Keep employee database and headcount reports up to date.
• Oversee panel clinic updates for onboarding/offboarding staff.
• Track medical claims and manage yearly limits.
• Prepare quarterly medical expense summaries and salary deduction reports.
• Maintain stationery, pantry, and first-aid kits.
• Perform weekly audits and daily 5S checks for a clean office.
• Monitor office equipment and coordinate maintenance.
• Update main notice boards with internal announcements.
• Coordinate company events including annual dinners and festive events.
• Assist in proposals and budgets for perks and bonuses.
• Support Admin & HR Executive with 5S/ISO compliance tasks.

Skills

Good communication

Interpersonal skills

Organised

Documentation

Microsoft Office (Excel, Word)

Education

Diploma/Degree in Human Resources, Business Administration, Management, or related field

Tools

Excel

Word

Job description

At Industrial Quality Management Sdn Bhd, we are a trusted manufacturer of high-quality plastic and metal parts, serving predominantly the automotive industry. With our headquarters in Shah Alam and branches in Bukit Beruntung, Tanjung Malim, and Gurun, we are proud to support Malaysia’s industrial sector with precision and reliability.

We are looking for a detail-oriented, reliable, and proactive Admin Assistant to join our team. In this role, you will be key to keeping our daily operations running smoothly from supporting full-spectrum monthly payroll processing and employee records management to maintaining office administrative standards and organizing company events.

1. Payroll & Statutory Compliance Support

Process bi-monthly payroll accurately and ensure timely disbursement.

Collect and check employee OT forms, leave requests, and medical certificates (MCs).

Handle statutory contributions and online payments within strict monthly timelines.

Prepare and distribute employee payslips and annual EA Forms.

2. Attendance & Employee Records

Track daily attendance, leaves, and lateness; issue lateness/absence notices (Yellow Cards) per company policy.

Maintain and register employee IDs in the thumbprint access system; gather monthly attendance logs.

Keep employee database, headcount reports, and annual information updates accurate and current.

3. Benefits & Panel Clinic Administration

Oversee panel clinic updates for onboarding and offboarding staff.

Track individual employee medical claims and usage against yearly limits.

Prepare quarterly medical expense summaries and coordinate salary deductions for limit overages.

4. Office Administration & Facility Management

Maintain office stationery, pantry essentials, and first-aid kits.

Perform weekly utility/landscape audits and daily 5S checks to ensure a clean, safe, and professional office environment (meeting rooms, common areas, training rooms).

Monitor office equipment upkeep (copiers, attendance machines, etc.) and coordinate regular maintenance servicing.

Update main notice boards with internal announcements and inter-departmental updates.

5. Event Planning & HR Support

Coordinate company events, including annual dinners, Majlis Berbuka Puasa, and Management Review Meetings.

Assist in preparing yearly proposals and budgets for festive perks (Duit Raya), annual increments, and performance bonuses.

Assist the Admin & HR Executive with ad-hoc operational tasks and overall Quality System (5S / ISO) compliance.

REQUIREMENTS

Diploma/Degree in Human Resources, Business Administration, Management, or related field.

Fresh graduates are encouraged to apply.

Candidates with 1–3 years of hands‑on experience in payroll processing, general administration, or HR assistant roles will have an advantage.

Good communication and interpersonal skills.

Able to communicate effectively.

Good organisational and documentation skills.

Able to work independently and follow up on multiple cases and deadlines.

Proficient in Microsoft Office, especially Excel and Word.

Responsible, proactive, patient, and able to handle confidential employee information.