HR & Admin Assistant

Apex Equity Holdings Berhad; Selangor; On-site; MYR 30,000 - 42,000; Full time

Job summary

Apex Equity Holdings Berhad in Malaysia is seeking an HR Documentation, Records & P-File Digitalisation assistant to maintain and update employee records, and to prepare, scan, upload, categorise and index HR documents according to the Company’s filing structure.

You will also assist with documentation for employee movements, digitalisation of P-Files, and confidentiality-compliant record keeping. The role includes HR & ESG data support and general HR/admin site duties.

Qualifications

• Diploma in HR, Admin or related field; internship accepted.
• 1–2 years in HR administration or office support preferred.
• Experience with HR documentation, ESG data, or corporate environments is an advantage.
• Proficient in MS Excel and Word; good filing and records management.

Responsibilities

• Maintain and update employee records and Personal Files (P-Files).
• Prepare, scan, upload, categorize and index HR documents.
• Assist with documentation for employee movements (confirmation, transfer, resignation).
• Digitise existing hardcopy P-Files into electronic records and ensure completeness.
• Review P-Files for accuracy and proper organisation; conduct housekeeping.
• Maintain physical and electronic records with confidentiality.
• Assist in updating employee information in the HR system.
• Coordinate day-to-day HR and admin tasks; support onboarding and announcements.
• Provide reception/site support and assist with office operations as needed.
• Maintain HR and ESG data, ensuring timely reporting and data integrity.
• Support vendor coordination and HR projects; assist audits as required.

Skills

Attention to detail

Time management

Communication skills

Organization

Microsoft Office

Education

Diploma in Human Resources / Business Administration / Management

Tools

Info-Tech HR system

Job description

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Job Descriptions

HR Documentation, Records & P-File Digitalisation

• 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.