HR Administration Assistant

QL Maxincome Sdn Bhd (FamilyMart); Shah Alam; On-site; MYR 22,000 - 47,000; Full time

Job summary

QL Maxincome Sdn Bhd, which manages FamilyMart Malaysia, is seeking an HR Administration Assistant to support day-to-day HR operations in Shah Alam. You will maintain employee records, prepare HR documents, update information, and assist with statutory submissions.

The ideal candidate holds a Degree or Diploma in HR/Business Admin, fresh graduates welcome, with 1–2 years' admin or HR experience. Proficiency in MS Word, Excel, Outlook and Teams, and careful data handling are essential.

Qualifications

• Degree or Diploma in HR/BA/Office Admin or related field.
• Fresh graduates are encouraged to apply.
• 1–2 years of experience in HR administration, office administration or document management is a plus.
• Proficient in MS Word, Excel, Outlook and Teams.
• Good filing, data-entry and document-control skills.

Responsibilities

• Maintain and update employees' physical and electronic personnel files.
• Ensure employee documents are properly named, scanned, uploaded, filed and archived.
• Review personnel files for a required checklist and follow up on missing/incomplete documents.
• Retrieve employee records and supporting documents for HR team.
• Maintain confidentiality and security of employee information and HR records.
• Follow up with new employees on outstanding information, forms and supporting documents.
• Prepare letters relating to employee movements (e.g., confirmation, transfer, promotion, salary adjustment, contract renewal, resignation).
• Update employee information in the HR system based on approved documents.
• Prepare employee information and supporting documents for statutory registration and submission.
• Respond to basic employee inquiries relating to HR documents and procedures.

Skills

MS Word

MS Excel

Outlook

Teams

Education

Degree or Diploma in HR/BA/Office Admin

Job description

We are looking for a responsible, organised and detail-oriented HR Administration Assistant to support the day-to-day administrative operations of the Human Resources Department. The successful candidate will assist in maintaining employee records, preparing HR documentation, updating employee information, coordinating statutory submissions and supporting general HR administrative activities. This position is suitable for candidates who are comfortable handling documents and data, able to follow established procedures, and committed to completing assigned tasks accurately and within the required timeline.

Key responsibilities

Maintain and update employees' physical and electronic personnel files.

Ensure employee documents are properly named, scanned, uploaded, filed and archived according to the established filing structure.

Review personnel files based on the required checklist and follow up on missing or incomplete documents.

Retrieve employee records and supporting documents when required by the HR team.

Maintain the confidentiality and security of employee information and HR records.

Follow up with new employees on outstanding information, forms and supporting documents.

Prepare letters relating to employee confirmation, probation extension, transfer, promotion, salary adjustment, contract renewal, resignation and other approved employee movements.

Update employee information in the HR system based on approved documents and instructions.

Prepare employee information and supporting documents for statutory registration and submission.

Respond to basic employee enquiries relating to HR documents, forms and administrative procedures.

About you

Degree or Diploma in Human Resources, Business Administration, Office Administration or a related field.

Fresh graduates are encouraged to apply.

Candidates with one to two years of experience in HR administration, office administration or document management will have an added advantage.

Basic proficiency in Microsoft Word, Excel, Outlook and Teams.

Comfortable using HR systems, online portals and electronic document-management platforms.

Good filing, data-entry and document-control skills.

Good written and verbal communication skills.

Able to organise work, manage deadlines and follow up on outstanding matters.

Able to handle confidential employee information with integrity and discretion.

Careful, responsible and attentive to detail.

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Supermarkets, Grocery & Petrol Retailing 1,001-5,000 employees

FamilyMart is the world’s 2nd largest convenience store chain with over 17,500 stores globally and more than 40 years of experience in convenience retailing. We aim to stay ahead of social trends and meet evolving lifestyle needs as a trusted provider to local communities.

FamilyMart Malaysia is managed by QL Maxincome Sdn Bhd, a subsidiary of QL Resources Berhad (listed on Bursa Malaysia). Our shared values focus on delivering quality food and creating positive experiences for all.

PDPA Notice: We are committed to protecting personal data in compliance with the Personal Data Protection Act (PDPA).

By QL Maxincome Sdn. Bhd.

Registration No. 199601010973 (383322-D) | All Rights Reserved.

FamilyMart is the world’s 2nd largest convenience store chain with over 17,500 stores globally and more than 40 years of experience in convenience retailing. We aim to stay ahead of social trends and meet evolving lifestyle needs as a trusted provider to local communities.

FamilyMart Malaysia is managed by QL Maxincome Sdn Bhd, a subsidiary of QL Resources Berhad (listed on Bursa Malaysia). Our shared values focus on delivering quality food and creating positive experiences for all.

PDPA Notice: We are committed to protecting personal data in compliance with the Personal Data Protection Act (PDPA).

By QL Maxincome Sdn. Bhd.

Registration No. 199601010973 (383322-D) | All Rights Reserved.

What can I earn as a Human Resources Administration Officer