HR Administrator (Onboarding & Administration)- Fresh Graduate Welcome

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 30,000 - 45,000; Full time

Job summary

Jobstreet Malaysia is seeking an HR Administrator focused on onboarding and administration. The role supports end-to-end onboarding, employment pass processing, background checks, and medical examinations for new hires, while maintaining accurate records and ensuring compliance with regulations.

Fresh graduates are welcome to apply. The position requires strong organizational skills, attention to detail, and effective stakeholder management to ensure a smooth hiring process.

Qualifications

• Diploma or Bachelor's degree in HR, business admin, or related field.
• Preference for HR administration or onboarding experience.
• Experience handling employment pass/work permit applications preferred.
• Knowledge of employment regulations and onboarding compliance requirements.
• Experience coordinating background screening and medical examination processes.

Responsibilities

• Coordinate end-to-end onboarding for new hires.
• Collect and verify onboarding documents and ensure submissions on time.
• Prepare employment documents and facilitate new hire orientation.
• Coordinate employment pass/work permit applications and renewals with authorities.
• Arrange pre-employment medical examinations and track clearances.
• Maintain HR records and ensure data privacy compliance.
• Generate onboarding reports and support HR audits.

Skills

Attention to detail

Stakeholder management

Organisational skills

Communication skills

MS Office proficiency

Education

Diploma or Bachelor's Degree in HR/Business Admin

Tools

Microsoft Office

HR systems

Job description

HR Administrator (Onboarding & Administration)- Fresh Graduate Welcome

The HR Administrator is responsible for supporting end-to-end employee onboarding and pre-employment processes to ensure a seamless hiring experience and compliance with company and regulatory requirements. This role manages onboarding documentation, employment pass applications, background verification checks, medical examinations, and employee records administration.

Key Responsibilities

Onboarding Administration

• Coordinate and manage the end-to-end onboarding process for new hires.
• Collect, verify, and maintain all required onboarding documentation, including identification documents, educational certificates, employment records, and other mandatory forms.
• Ensure all onboarding documents are complete, accurate, and submitted within required timelines.
• Prepare employment-related documents and facilitate new hire orientation activities.
• Coordinate with hiring managers and internal stakeholders to ensure readiness for employee start dates.

Employment Pass & Work Authorization

• Process and monitor employment pass, work permit, visa, and other work authorization applications and renewals.
• Liaise with relevant government agencies, immigration authorities, and external vendors regarding application status and compliance requirements.
• Ensure all employment pass documentation is complete and submitted accurately.
• Maintain records of pass validity, renewals, and expiry dates.
• Coordinate pre-employment background screening activities for new hires.
• Conduct and track employment reference checks, education verification, and other required background checks.
• Work closely with external background screening vendors to ensure timely completion of checks.
• Review screening results and elevate any adverse findings to the HR team for further assessment.

Medical Examination Coordination

• Arrange and monitor pre-employment medical examinations for new hires.
• Coordinate with approved medical providers and employees to schedule appointments.
• Track completion of medical clearance requirements and ensure fitness-for-work documentation is obtained prior to onboarding.
• Maintain confidentiality of employee medical information in accordance with applicable regulations.

HR Administration & Compliance

• Maintain accurate employee records and HR databases.
• Ensure compliance with company policies, employment regulations, and data privacy requirements.
• Generate onboarding and employee administration reports as required.
• Support audits and document reviews related to onboarding and employee records.
• Provide administrative support for other HR activities and projects as assigned.
• Medical clearance completion before onboarding.
• Compliance with audit and regulatory requirements.

Qualifications

• Diploma or Bachelor's Degree in Human Resources, Business Administration, or related field.
• Preference HR administration or onboarding experience.
• Experience handling employment pass/work permit applications is preferred.
• Knowledge of employment regulations and onboarding compliance requirements.
• Experience coordinating background screening and medical examination processes.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Strong communication and stakeholder management skills.
• Ability to handle confidential information with discretion.
• Proficient in Microsoft Office applications and HR systems.
• Ability to manage multiple priorities and work within tight deadlines.
• Medical clearance completion before onboarding.
• Compliance with audit and regulatory requirements.

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