Human Resources Administrator

HABIB Group; Ampang Jaya; On-site; MYR 42,000 - 64,000; Full time

Job summary

HABIB Group in Malaysia is seeking a detail-oriented HR & Administration Officer to support staff administration, attendance systems, and office logistics. You will manage ID cards, access control, petty cash, interview arrangements and maintain employee files in compliance with data protection regulations.

The role requires a Bachelor's degree and at least 1 year of relevant experience; proficiency in MS Office and HRIS is essential; strong communication and time management skills are a plus.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Minimum 1 year of relevant HR and administration experience.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.

Responsibilities

• Issue and manage staff ID cards and access cards.
• Coordinate with departments for access control and attendance systems.
• Maintain and update the time attendance system and staff records.
• Process petty cash reimbursements and employee claims in line with policies.
• Support interview arrangements and employment verifications.
• Keep HRMS data accurate and up to date; handle confidential information.

Job description

• Issue and manage staff ID cards and access cards.
• Coordinate with relevant departments for access control.
• Assist in troubleshooting access card-related matters.
• Regularly maintain and update the time attendance system.
• Ensure accurate recording of staff attendance and leaves.
• Address and resolve attendance-related issues.
• Oversee stationery inventory and orders.
• Distribute stationery supplies to staff members as needed.

Petty Cash and Claims Administration

• Manage the petty cash fund and process reimbursements.
• Review and process employee claims for work-related expenses.
• Ensure compliance with company policies.
• Handle sensitive HR and employee-related information with strict confidentiality.
• Implement and follow security protocols to safeguard data.

Employee Referral Program Coordination

• Promote and support the employee referral program.
• Assist in tracking and rewarding successful referrals.

Interview Arrangements

• Assist in arranging and coordinating interviews for candidates.
• Communicate with candidates and hiring managers to schedule interviews.
• Handle employee verification processes required by external parties.
• Respond to employment verification requests accurately.
• Maintain and update employee files in compliance with data protection regulations.
• Retrieve and provide necessary information from employee files as required.
• Ensure HRMS is up to date with accurate staff information.
• Process changes and updates promptly.

Background screening

• Conduct background screening processes required for shortlisted candidates.
• Update the result of background screening accurately.

HR Meeting Room Coordination

• Schedule and coordinate HR-related meetings and events.
• Ensure meeting rooms are well-equipped and prepared.

General Office Logistics

• Serve as the contact point for office logistics matters.
• Manage maintenance, repairs, and office supplies.

Ad-Hoc Tasks

• Perform any other tasks assigned by your immediate Superior as and when required.

Requirement

• Bachelor's Degree in Human Resources, Business Administration, or a related field.
• Minimum 1 year of relevant experience. Prior experience in HR & administration roles is a plus.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and HRIS (Human Resources Information System).
• Excellent communication and interpersonal skills.
• Detail-oriented with a focus on accuracy and data integrity.
• Strong organizational and multitasking abilities.