HR & Admin Assistant

Papercraft; Pontian; On-site; MYR 20,000 - 100,000; Full time

Job summary

A manufacturing firm located in Johor, Malaysia seeks an organized individual to handle administrative responsibilities, including telephone communications, report preparation, and employee facilitation. Frequently assisting with new employee training and ensuring compliance with administrative procedures are key duties. Ideal candidates will have 1-2 years of experience, basic computer skills, and a strong work ethic, contributing to the overall efficiency of the firm.

Qualifications

• 1-2 years of related working experience.
• Basic computer knowledge, especially in MS Office applications.
• Ability to keep confidential information.

Responsibilities

• Assist in answering telephone calls on a daily basis.
• Preparation and assists in publishing the memorandum.
• Conduct induction training and brief company employee’s handbook.
• Prepare monthly manpower report and turnover report.

Skills

Administrative skills

Computer knowledge (MS Office)

Confidentiality

Team player

Hardworking

Job description

• Assist in answering telephone calls on a daily basis.
• Update OT List of production for security check list.
• Daily collect overtime report with done approval from head of department and pass to HR Officer.
• Arrangement take order Chinese & Malay food with food supplier and update meal summary record.
• Assist cleaner and security guard apply the leave in E-leave system.
• Issue panel clinic slips to sick employees when required.
• Preparation the warning letter an issuance to employee when required.
• Preparation and assists to publish the memorandum in all notice board when required.
• To arrange and monitor bus transportation for production workers.
• To issue office stationery or sundry items as well as controlling of stocks.
• Prepare the letter and assisting to submit to government departments when required.

2. Responsibilities for monthly job

• Prepare monthly manpower report, analysis data & turnover report.
• Update employee medical fee report.
• Prepare company organization chart by monthly basis.
• Monitoring of stock and recording thereof (on a monthly basis) of general administrative items, distribution and creating purchase order and direct deal to supplier, e.g. Uniform, safety shoe, stationary, sundry items, cartridges /Ink printer, general cleaning equipment / mineral water and etc.
• Preparing all the billing of payment for factory and foreign worker hostels utilities.
• Monitoring water dispenser’s filter machine and servicing schedule. If machine got problem, need contact supplier come to service machine.
• Arrangement pest control service on monthly basis.
• Update all training records, evaluate form of training, as well as facilitate scheduling & conducting of training for all company employees.
• Update and arrangement for servicing fire extinguisher before expiring date.

3. Facilitate all matters pertaining to new employees

A. New Local Employee

• Conduct induction training and brief company employee’s handbook.
• Issuance of locker’s key to production worker.
• Prepare the name tag and distribute to production employee.
• Issuance of stationary or office equipment to new office staff.
• Introduce new join staff to all department.
• Prepare or purchase the beds, mattresses, pillows and room arrangement before they come.
• Induction training and briefly company employee’s handbook to new foreign workers.
• Prepare letters of rules and regulations of hostel to new foreign workers.
• Reporting and submit form to Labour office within 14days for the new foreign worker entrance to Malaysia – Form PA 1/13.
• Arrangement foreign worker to clinic doing Fomema medical check-up.
• Updating foreign worker records in share folder prepare name tag and distribute the uniform to employee.
• Issuance of all company property in good order such as key of locker and name and etc.

4. Facilitate all matters pertaining to resignation or termination

A. For Local Employees

• Return of all company property in good order such as key of locker, key of hostel & others.
• Ensure resigned worker or foreign worker return of the company property in good condition, e.g door access card, key of office cabinet and key of staff hostel.
• Inform HR Officer arrangement the transportation and sending worker to airport.
• Assist Online check-in flight ticket for foreign workers go back holiday or direct send back to country if necessary.
• Reporting and submit form to Labour Office within 30days from the date of resignation or termination of service – Form PA 2/13.
• Settled all the matter related for absconded worker e.g： Polis Report.

5. Updating data in Shared Folder and others administration job:

• Take photo of new employees and update employee photos record.
• Arrangement the maintenance job of all general office equipment and property when required.
• If the equipment of hostel has any problem, need inform to hostel management for settled the problem.
• Attend and record meeting’s minutes for the relevant government’s come to make a inspection of the company.
• Any related job, new application or submit document to government.

6. Responsibilities and handling security guard matters:

• Check guard house’s daily record and monitor guard patrol report on daily basis.
• Prepare any form or document to guard when necessary.

7. Responsibilities for yearly renewal job

• Distribute the uniform, ear plug and safety shoe to all employee by yearly and distribute on 1st December.
• Yearly renewal business license (Before end of December) – Majlis Daerah Pontian
• Yearly Manpower summary report
• Yearly training summary report
• Yearly stationary, safety shoe, printer ink, uniform, general cleaning, equipment summary report.
• Yearly panel clinic medical expenses summary report.

8. Handling invoices and bills for submit to account by 30th day of every month:

9. Ensure that the following monthly report need to prepare and submit to HR Manager 10th day of every month:

• Monthly employee photo report
• Training record and evaluation report
• Monthly medical expenses report

10. Ad hoc task assign by superior or top management must be immediate to assist and support, when either HR personnel on leave or etc.

REQUIREMENT: -

• 2. At least 1-2years related working experience.
• 3. Good administrative skills and have basic computer knowledge (familiar with MS Office applications especially MS Word and MS Excel).
• 4. Hardworking, diligent, team-player and responsible.
• 5. Able to keep confidential information.

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