HR Administrator (Onboarding & Administration)- Fresh Graduate Welcome

Private Advertiser; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

Private Advertiser in Kuala Lumpur seeks an HR Administrator (Onboarding & Administration) to support end-to-end onboarding, pre-employment processes, and records management. Fresh graduates with a Diploma or BA in HR or related field are encouraged to apply.

You will handle onboarding documentation, employment pass applications, background checks, and medical clearances to ensure compliant and smooth hiring.

Qualifications

• Diploma or Bachelor's Degree in HR, business, or related field required.
• Preference for HR administration or onboarding experience.
• Experience handling employment pass/work permit applications preferred.
• Knowledge of employment regulations and onboarding compliance.
• Experience coordinating background screening and medical exams.
• Strong organizational and administrative skills with accuracy.
• Excellent communication and stakeholder management abilities.
• Ability to handle confidential information discretely.
• Proficient in MS Office and HR systems; multitasking capability.
• Ability to manage multiple priorities and tight deadlines.

Responsibilities

• Coordinate end-to-end onboarding process for new hires.
• Collect, verify, and maintain onboarding documents and records.
• Prepare employment-related documents and facilitate orientation.
• Coordinate employment pass, work permit, and visa applications.
• Liaise with government agencies and vendors on status and compliance.
• Track pass validity, renewals, and expiry dates.
• Coordinate background screening and reference checks with vendors.
• Escalate adverse findings to HR for assessment.
• Arrange and monitor pre-employment medical examinations.
• Maintain confidential medical information and compliance.
• Maintain accurate employee records and HR databases.
• Generate onboarding reports and support audits and reviews.
• Provide admin support for other HR activities and projects.

Skills

Organizational skills

Attention to detail

Communication skills

MS Office / HR systems

Time management

Education

Diploma or Bachelor's Degree in Human Resources, Business Administration, or related field

Tools

Microsoft Office

HRIS / 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 escalat 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.

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.