HR Assistant

Toppan Security Malaysia SDN. BHD.; Kuala Lumpur; On-site; MYR 33,000 - 60,000; Full time

Job summary

Toppan Security Malaysia SDN. BHD. is seeking a dedicated HR Assistant to support administration, recruitment, payroll, compliance and employee engagement.

Proficiency in Excel and HRIS systems is essential to manage data accurately. You will maintain records, coordinate interviews, prepare offers and onboarding materials, assist with audits, and help ensure compliance with Malaysian labour laws. A relevant degree and at least two years of HR experience are required.

Qualifications

• Diploma or bachelor’s degree in HR, Business Administration, or related field.
• Minimum 2 years of HR experience, preferably in manufacturing or high-security environments.
• Fresh graduates are encouraged to apply.
• Proficiency in Microsoft Excel required.
• Familiarity with HRIS and payroll software.
• Knowledge of Malaysian labor laws and statutory requirements.
• Strong organizational and multitasking abilities.
• High level of confidentiality and professionalism.

Responsibilities

• Maintain employee records and HR data accuracy.
• Assist in recruitment, screening resumes, and scheduling interviews.
• Support payroll processing with attendance, leave, and overtime data.
• Ensure compliance with Malaysian labour laws and company policies.
• Organize training and development activities.
• Assist in audits and RAM/QMS processes.

Skills

HR knowledge

Analytical skills

Organizational skills

Multitasking

Confidentiality

Education

Diploma or Bachelor's in HR/Business Admin

Tools

Microsoft Excel

HRIS

Payroll software

Job description

Job Description: Human Resource Assistant

Job Overview:

The HR Assistant is responsible for supporting the HR department in various administrative and operational tasks. This includes managing employee records, recruitment, payroll, compliance, and employee engagement activities. Proficiency in Microsoft Excel for data management and analysis is critical for this role.

Recruitment and Onboarding

Coordinate end-to-end recruitment processes, including job postings, resume screening, and scheduling interviews.

Prepare employment offers, contracts, and onboarding materials.

Conduct orientation sessions for new hires and ensure a smooth onboarding experience.

HR Operations and Administration

Maintain accurate and up-to-date employee records in HR systems.

Prepare reports, letters, and documentation for HR activities (e.g., promotions, salary revisions, and terminations).

Ensure compliance with local labor laws and company policies.

Payroll and Benefits Management

Support monthly payroll processing, including gathering attendance, leave, and overtime data.

Handle employee benefits administration, such as medical insurance and statutory contributions (EPF, SOCSO, EIS).

Address payroll-related inquiries from employees.

Employee Engagement and Relations

Organize and support employee engagement activities and events.

Address employee grievances and elevate issues when necessary.

Promote a positive workplace culture and foster employee satisfaction.

Training and Development

Assist in identifying training needs and coordinating training sessions.

Maintain training records and track progress against training plans.

Others

Ensure compliance with International Labor Standards (ILS) and audit requirements.

Prepare documents and records for internal and external audits.

Update and maintain the HR department’s Risk Assessment Matrix (RAM) and Opportunity Register.

Participate in Quality Management System (QMS) reviews and contribute to continuous improvement initiatives.

Qualifications and Skills

Diploma or bachelor’s degree in human resources, Business Administration, or a related field.

Minimum 2 years of HR experience, preferably in manufacturing or high-security environments (Fresh graduate are encourage to apply).

Proficiency in Microsoft Excel

Familiarity with HR systems/software (e.g., HRIS, payroll software).

Knowledge of Malaysian labor laws and statutory requirements.

Strong organizational and multitasking abilities.

High level of confidentiality and professionalism.