HR & Admin Assistant

Toshiba Transmission & Distribution Systems Asia Sdn Bhd; Petaling Jaya; On-site; MYR 36,000 - 58,000; Full time

Job summary

Toshiba Transmission & Distribution Systems Asia Sdn Bhd is seeking a proactive Administrative/HR Support professional to manage front-desk duties, assist in HR administration, and support daily office operations in Petaling Jaya.

The role requires attention to detail, computer proficiency, and strong interpersonal skills; diploma in HR or Office Admin preferred, with at least two years' experience.

Qualifications

• Diploma or equivalent in HR/office administration or related field.
• Min. 2 years' experience in administrative/HR support.
• Strong attention to detail and accuracy required.

Responsibilities

• Handle incoming phone calls at reception in a courteous, professional manner and transfer to the relevant departments.
• Update and maintain the company telephone directory to ensure accuracy.
• Prepare, issue and manage access cards and biometric registrations for new staff.
• Assist visitors with access cards and safety footwear when required.
• Coordinate hotel and flight bookings for business travel.
• Order and print business cards and coordinate refreshments for FATs and guests.
• Release inventory weekly and keep portal updated, with replenishment requests to HR Admin.
• Maintain filing systems and support staff welfare activities and company events.

Skills

Attention to detail

Computer literacy

Interpersonal skills

Education

Diploma in Human Resources / Office Administration

Job description

Handle incoming phone calls at the reception in a courteous and professional manner & transfer calls to the relevant individuals/ departments.

Assist in updating and maintaining the company telephone directory to ensure all contact information is accurate, current, and easily accessible.

Prepare, and issue and manage access card and ID cards for employees. and thumbprint/biometric registration for new employees. Conduct thumbprint/biometric registration for new employees.

Assist in providing visitors/guests with access card and safety shoes as and when required.

Handle hotel and flight bookings for employees’ business trips.

Coordinate business card printing requests and handle business card printing.

Arrange hotel accommodation and flight bookings for employees’ business travel.

Coordinate and arrange refreshments for Factory Acceptance Tests (FAT) and company guests in accordance with requests and schedules.

Release inventory every Wednesday, update the portal accordingly, and continuously monitor stock levels and submit replenishment orders to HR & Admin PIC.

Release inventory on a weekly basis and update the inventory portal accordingly.

Continuously monitor stock levels and submit replenishment requests to the HR & Admin Person-in-Charge (PIC).

Assist in issuing uniforms, safety shoes, and stationery to new employees in accordance with company policies.

Assist in receiving and verifying administrative items and supplies.

Prepare credit card claims to be submitted to Accounts & Finance department on a monthly basis.

Assist in maintaining cleanliness and implementing 5S practices at the Reception area and Sakura meeting room.

Maintain proper filing systems to ensure information is up-to-date for easy reference & retrieval.

Assist in planning and organizing staff welfare activities and Company functions such as annual dinner, festive events, department bonding activities and as and when required by the management.

Diploma in Human Resources / Office Administration. Other fields can be considered too.

At least 2 years working experience in Administrative/ HR support functions.

Attention to detail and accuracy are essential for this role

Good with computers.

Good interpersonal skills.