HR & Admin Assistant

Apex Securities Berhad; Selangor; On-site; MYR 42,000 - 60,000; Full time

Job summary

Apex Securities Berhad in Malaysia is seeking an HR Admin professional to maintain employee records, handle P-Files and coordinate HR documentation and filing.

You will support onboarding, confirmations, transfers and various employee movements, while ensuring data privacy, accurate records and efficient digitalisation of files. This role also covers HR ESG data support, medical and insurance administration, and general site administration to keep HR operations running smoothly.

Qualifications

• Experience handling employee records and HR filing systems.
• Ability to manage sensitive information with discretion.
• Proficiency in data entry and maintaining accurate records.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

HR documentation

Records management

Data entry

Confidentiality

Tools

Red Alert System

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 Descriptions

• 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.