HR Records Digitization (3 Months Contract)

Danone Specialized Nutrition (Malaysia) Sdn Bhd; Kuala Lumpur; On-site; MYR 28,000 - 42,000; Full time

Job summary

Danone Specialized Nutrition Malaysia Sdn Bhd is seeking a detail-oriented records administrator to support the digitization and organization of employee personnel files. You will review physical P-Files, prepare documents for scanning, convert to searchable PDFs, and upload to the digital platform.

Responsibilities include maintaining inventories, applying naming conventions, ensuring confidentiality, and supporting audit readiness.

Qualifications

• Proficient in Microsoft Office applications including Excel, SharePoint and OneDrive.
• Experience in document management, records administration, or data entry is advantageous.
• Strong attention to detail and high accuracy in handling large document volumes.
• Able to commence on 1 October 2026.

Responsibilities

• Review and process physical employee files (P-Files) for digitization.
• Sort, organize and prepare documents for digitization.
• Scan hardcopy documents and convert to searchable PDF formats.
• Upload digital files to the approved platform with proper naming.
• Verify document completeness and maintain inventories and logs.
• Ensure confidentiality and data privacy in handling records.

Skills

Attention to detail

Organizational skills

Administrative work

Data entry

Tools

Microsoft Office

Excel

SharePoint

OneDrive

Job description

To support the digitization and organization of employee personnel files (P-Files) by reviewing physical records, scanning documents, maintaining file inventories, and ensuring accurate filing in the digital repository to support compliance, audit readiness, and efficient record management.

Key responsibilities

Review and process physical employee personnel files (P-Files) for digitization and migration to a digital platform.

Sort, organize, and prepare documents for digitization.

Scan hardcopy documents, convert them into searchable PDF formats, and upload them to the digital platform.

Upload and organize digital files according to approved naming conventions and folder structures.

Verify document completeness and identify missing or outdated records.

Maintain inventories, tracking logs, and gap registers for all processed files.

Ensure the confidentiality and proper handling of employee records in compliance with data privacy requirements.

About you

Proficient in Microsoft Office (Excel, SharePoint, OneDrive)

Strong attention to detail and organizational skills

Comfortable with administrative work

Experience in document management, records administration, or data entry is an advantage

Able to manage large volumes of documents with a high level of accuracy

Able to commence on 1 October 2026

Danone is a world leading food company built on three business lines; Specialized Nutrition, Waters and Fresh Dairy Products. Danone’s mission is bringing health through food to as many people as possible and we want to invite people to join the movement for a healthier world. We recognize the power people have to impact the world through their daily choices. Each time we eat and drink, we vote for the world we want to live in. We believe a healthy body needs healthy food. And healthy food needs a healthy planet, and this is what our new signature One Planet One Health embodies.

Danone is committed to create and live an inclusive & diverse environment, which will drive our growth as a business, as teams, as members of communities & as individuals. Valuing diversity is recognizing and respecting human differences and similarities. Our aim is to ensure that all employees and applicants are given equal opportunity and that our organization is representative of our consumers and society.

We commit to foster an inclusive working environment where we celebrate all types of diversity, both visible and invisible, which includes age, race, gender, nationality, disability, background, education, religion, beliefs, thinking style, perspectives and sexual orientation.

We believe that our differences will make the difference.

For more information, please visit our website at careers.danone.com

Danone is a world leading food company built on three business lines; Specialized Nutrition, Waters and Fresh Dairy Products. Danone’s mission is bringing health through food to as many people as possible and we want to invite people to join the movement for a healthier world. We recognize the power people have to impact the world through their daily choices. Each time we eat and drink, we vote for the world we want to live in. We believe a healthy body needs healthy food. And healthy food needs a healthy planet, and this is what our new signature One Planet One Health embodies.

Danone is committed to create and live an inclusive & diverse environment, which will drive our growth as a business, as teams, as members of communities & as individuals. Valuing diversity is recognizing and respecting human differences and similarities. Our aim is to ensure that all employees and applicants are given equal opportunity and that our organization is representative of our consumers and society.

We commit to foster an inclusive working environment where we celebrate all types of diversity, both visible and invisible, which includes age, race, gender, nationality, disability, background, education, religion, beliefs, thinking style, perspectives and sexual orientation.

We believe that our differences will make the difference.

For more information, please visit our website at careers.danone.com