HR & Admin Assistant

Apex Equity; Kuala Lumpur; On-site; MYR 45,000 - 71,000; Full time

Job summary

Apex Equity in Kuala Lumpur is seeking a detail-oriented HR Administrative Assistant to maintain employee records and manage HR documentation in the company filing structure. You will assist with onboarding, confirmations, transfers, resignations, and keep P-Files organized and up to date.

You will also coordinate medical insurance administration, liaise with insurers, and support ESG data collection and HR system updates, ensuring confidentiality and accuracy.

Qualifications

• Diploma in HR or related field; fresh graduates considered.
• 1-2 years in HR or admin support preferred.
• Familiarity with HR documentation, ESG data collection and reporting is a plus.
• Proficient in MS Office and HR systems such as Info-Tech.

Responsibilities

• Maintain employee records and P-Files with privacy in mind.
• Prepare and file HR documents; scan, upload, and index.
• Support onboarding, confirmations, transfers and resignations.
• Coordinate medical and insurance administration and claims support.
• Assist with ESG data extraction and reporting.

Skills

Organisational skills

Communication skills

Attention to detail

Time management

Education

Diploma in HR / Admin or related field

Tools

Info-Tech HR System

Microsoft Excel

Microsoft Word

Job description

• Maintain and update employee records, HR documentation and Personal Files (P-Files).
• Prepare, organise, scan, upload, categorise and index HR documents according to the Company's filing structure.
• Assist with documentation for confirmation, transfer, resignation and other employee movements.
• Coordinate the digitalisation of existing hardcopy P-Files into electronic records.
• Review P-Files to ensure documents are complete, accurate, properly organised and up to date.
• Maintain proper physical and electronic records, including regular document housekeeping.
• Ensure all employee records are securely and confidentially maintained.
• Assist in updating employee information in the HR system.

Medical & Insurance Administration

• Coordinate day-to-day employee medical and insurance administration and related documentation.
• Assist employees with medical and insurance claims and follow up with relevant parties.
• Update and maintain employee medical reimbursement claims in the Red Alert System accurately and in a timely manner.
• Liaise with panel clinics, insurance providers and relevant internal parties on administrative matters.
• Maintain and update employee medical, insurance and coverage records.
• Ensure all supporting documents are properly maintained and filed.

HR ESG Data Support

• Extract and compile HR-related ESG data from the HR system and relevant HR records.
• Perform basic checks to ensure data is complete and accurate.
• Maintain supporting records and provide required HR ESG data within the reporting timeline.

HR & General Administration

• Provide day-to-day administrative support to the HR team, including HR announcements, staff communications and routine HR activities.
• Support onboarding, confirmation and other employee-related administrative processes.
• Maintain systematic physical and electronic HR filing, including scanning, retrieval, archiving and record housekeeping.
• Assist with vendor coordination, HR projects, employee activities and process improvement initiatives.
• Follow up on outstanding HR documents and administrative matters with employees and relevant departments.

Employee Movement & Administrative Site Support

• Assist with resignation documentation and other employee movement processes.
• Prepare and circulate employee movement updates to relevant departments and ensure relevant records and systems are updated promptly.
• Provide administrative support for employee-related activities and internal coordination.
• Provide backup reception/front desk coverage when required, including attending to visitors, calls, couriers and general enquiries.
• Assist with office supplies, courier, meeting room arrangements and other general office administrative matters.
• Provide backup support to the Admin team for daily site and office operations.

Confidentiality, Compliance & Other Responsibilities

• Maintain strict confidentiality of employee personal, medical, insurance and other sensitive HR information.
• Ensure HR records are securely maintained and accessible only to authorised personnel.
• Comply with Company HR policies, procedures and document control requirements.
• Assist in maintaining documentation for internal and external audits.
• Support the transition towards efficient digital HR records management.
• Perform other HR and administrative duties or projects as assigned by the HR & Admin Manager.

Job Requirements

• Diploma in Human Resources, Business Administration, Management or a related field, or fresh graduates with relevant internship experience considered.
• 1-2 years of relevant experience in HR administration, office administration or a similar support role is preferred, with experience in HR documentation, employee records, financial services or corporate environments being an advantage.
• Basic knowledge of HR administration, employee documentation, ESG data collection and reporting is preferred.
• Proficient in Microsoft Office, particularly Excel and Word, with good document filing and records management skills. Familiarity with HR systems, particularly Info-Tech, and digital document management is an advantage.
• Good written and verbal communication skills, with strong attention to detail, accuracy, organisation and time management.
• Able to handle confidential employee information with discretion, work independently and collaborate with cross‑functional departments.
• Willing to provide reception and administrative site support when required, and able to coordinate and follow up with various departments on HR and ESG‑related matters.