HUMAN RESOURCE ASSISTANT

Petro Mart; Negeri Sembilan; On-site; MYR 30,000 - 42,000; Full time

Job summary

Petro Mart is seeking an Human Resource and Admin Assistant to oversee HR functions including recruitment, payroll, training, and foreign worker affairs in Negeri Sembilan. You will maintain employee records, assist on- and off-boarding, and ensure compliance with local regulations.

The role requires familiarity with Malaysia labor laws, EPLKS, FOMEMA, and strong communication. Fresh graduates are welcome to apply for a growth-oriented position in a fast-paced environment.

Qualifications

• SPM/Diploma or Degree in HRM or Business Administration.

Responsibilities

• Assist recruitment activities: postings, screening resumes, interviews.
• Onboard and offboard processes, ensuring smooth transitions.
• Maintain accurate employee records and confidentiality.
• Prepare employment-related letters (contracts, confirmations, resignations, etc.).
• Administer employee benefits and payroll queries.
• Prepare attendance, overtime and leave reports.
• Assist payroll accuracy and timeliness.
• Support performance appraisal and employee development.
• Handle grievances and disciplinary matters with line managers.
• Manage training and development programs.
• Liaise with authorities on work permits and immigration.
• Ensure foreign workers housing complies with regulations.

Skills

Communication

Interpersonal skills

Analytical skills

Multi-tasking

Organizational skills

Education

SPM/Diploma or Degree in Human Resource Management or Business Administration

Tools

MS Office (Excel, Word, PowerPoint)

Job description

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The Human Resource and Admin Assistant will be assists for overseeing the administration of human resource functions, including recruitment, employee relations, payroll, training & development, foreign worker affairs and maintaining employee records while ensuring full compliance with local regulations.

Key Responsibilities:

1. Human Resources Functions:

• Assist recruitment activities, including drafting of the job advertisement, posting job vacancies, screening resumes, scheduling interviews, and facilitate interviews and follow up to identify suitable candidates for mid-level hiring.
• Assist employee onboarding and offboarding processes, ensuring a smooth transition for new hires and leavers.
• Assist accurate employee records and ensure confidentiality and security of sensitive information for both local and foreign employees.
• Assist in process and prepare all types of employment-related letters including employment contracts, confirmation letters, resignation acceptance letters, termination letters, increment letters and bonus letters.
• Administer employee benefits and handle employee queries related to payroll, benefits, leave, and other HR policies.
• Prepare and maintain reports on employee attendance, overtime, and leave records. (Familiar with MYSYARIKAT Software is an advantage)
• Assist in payroll administration and ensure that salary & allowances is paid in timely and accurately.
• Assist with performance appraisal processes and employee development programs.
• Support line managers in dealing with grievances and disciplinary issues.
• Handle employee Training and development programs.
• Manage and utilize HRDC training grant as well as applications for various relevant grants offered by the government agencies.
• Monitor expiration dates of work permit and ensure timely renewals, including liaising with the relevant authorities for processing.
• Ensure foreign workers are provided with adequate living accommodations in line with legal requirements, and assist with arrangements as necessary.
• Maintain accurate records of foreign worker status, including work permits, employment contracts, medical certificates, and other essential documentation.

2. Administrative Support:

• Manage office supplies, ensuring that inventory is well-stocked and replenished as needed.
• Oversee office maintenance, liaising with service providers and ensuring that the work environment is safe and conducive for employees.
• Prepare and distribute company communications, memos, notices, and other relevant documentation.
• Assist with organizing company events, meetings, and etc.

JOB REQUIREMENTS

• SPM/Diploma or Degree holder or above in Human Resource Management or business administration
• Minimum of 1-2 years of experience in Human Resources and Administration, preferably with experience handling foreign worker permits and immigration procedures. Fresh graduates are welcome to apply.
• Familiar with Malaysia’s labor laws, work permit regulations, and immigration policies.
• Knowledge of e-Work Permit system (EPLKS) FOMEMA and related online portals for applications and renewals.
• Strong communication, interpersonal and analytical skills with the ability to deal with employees at all levels.
• Self-driven, positive, pro-active, highly motivated individual
• Detailed and meticulous.
• Ability to multi-task, good planning, coordination and follow-up skills.
• Able to work in a fast-paced environment.
• Proficient in MS Office applications; Excel, Word and PowerPoint.
• Able to start within short notice preferred.