Human Resources Assistant

IHG Hotels & Resorts; Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

Hotel Indigo Kuala Lumpur, part of IHG Hotels & Resorts, seeks an HR Admin & Office Support professional to maintain records, assist onboarding/offboarding, and handle HR letters and documentation. The role supports daily HR operations, office management, and compliance with Malaysian labour laws.

Ideal candidates have a diploma or degree in HR or related fields, with 1–2 years of HR experience or internship exposure, and strong English/Bahasa Malaysia communication skills.

Qualifications

• Diploma or degree in HR, business administration or related field.
• 1–2 years HR experience preferred or strong internship exposure.
• Knowledge of Malaysian Employment Act and HR practices is an advantage.

Responsibilities

• Maintain and manage employee records, contracts, leave forms, and training records.
• Assist onboarding and offboarding processes, including documentation.
• Prepare HR letters, memos, and employment-related letters.
• Support HR operations, office management, and compliance readiness.
• Coordinate training schedules and maintain attendance records.

Skills

Strong organizational skills

Administrative skills

Attention to detail

Interpersonal & communication

Confidentiality & professionalism

MS Office proficiency

Education

Diploma or Degree in HR/Business Admin

Tools

MS Office

HRIS

Job description

• Maintain accurate, organized, and up-to-date employee records (hardcopy and digital).
• Manage and oversee filing systems for personnel files, contracts, leave forms, training records, and disciplinary documentation.
• Ensure proper documentation control and confidentiality in line with HR policies.
• HR Operations Support
• Assist AHRM and SHRM in daily HR operations and coordination.
• Prepare HR letters, memos, and documentation (confirmation, disciplinary, employment-related letters).
• Support end-to-end onboarding and offboarding processes, including documentation, employee files, and exit procedures.
• Act as a point of contact for basic employee HR inquiries.
• HR Office Management
• Ensure HR office and back office areas are consistently organized, presentable, and well-maintained.
• Monitor and manage office supplies, HR materials, and notice boards.
• Uphold a professional and welcoming HR environment for all employees.
• Payroll & Attendance Coordination
• Verify and consolidate attendance data for payroll processing.
• Assist in tracking overtime, leave, allowances, and benefits documentation.
• Liaise with relevant departments to ensure accurate and timely submission of payroll inputs.
• Learning & Development Support
• Maintain training records, attendance, and documentation.
• Coordinate training schedules and ensure materials and logistics are prepared.
• Support HRD Corp-related documentation and submissions where required.
• Employee Engagement & Activities
• Assist in organizing employee engagement activities, CSR programs, and HR initiatives.
• Support internal communication and participation in hotel activities.
• Compliance & Audit Readiness
• Support adherence to company policies, employee handbook, and Malaysian labour law requirements.
• Maintain proper documentation and records to ensure audit readiness.

Key Responsibilities

• HR Administration & Documentation
• Maintain accurate, organized, and up-to-date employee records (hardcopy and digital).
• Manage and oversee filing systems for personnel files, contracts, leave forms, training records, and disciplinary documentation.
• Ensure proper documentation control and confidentiality in line with HR policies.
• HR Operations Support
• Assist AHRM and SHRM in daily HR operations and coordination.
• Prepare HR letters, memos, and documentation (confirmation, disciplinary, employment-related letters).
• Support end-to-end onboarding and offboarding processes, including documentation, employee files, and exit procedures.
• Act as a point of contact for basic employee HR inquiries.
• HR Office Management
• Ensure HR office and back office areas consistently organized, presentable, and well-maintained.
• Monitor and manage office supplies, HR materials, and notice boards.
• Uphold a professional and welcoming HR environment for all employees.
• Payroll & Attendance Coordination
• Verify and consolidate attendance data for payroll processing.
• Assist in tracking overtime, leave, allowances, and benefits documentation.
• Liaise with relevant departments to ensure accurate and timely submission of payroll inputs.
• Learning & Development Support
• Maintain training records, attendance, and documentation.
• Coordinate training schedules and ensure materials and logistics are prepared.
• Support HRD Corp-related documentation and submissions where required.
• Employee Engagement & Activities
• Assist in organizing employee engagement activities, CSR programs, and HR initiatives.
• Support internal communication and participation in hotel activities.
• Compliance & Audit Readiness
• Support adherence to company policies, employee handbook, and Malaysian labour law requirements.
• Maintain proper documentation and records to ensure audit readiness.

Core Competencies

• Strong organizational and administrative skills.
• Attention to detail with ability to manage multiple tasks.
• Good interpersonal and communication skills.
• High level of confidentiality and professionalism.
• Proactive and able to work independently with guidance.
• Good knowledge of MS Office; HRIS knowledge is an advantage.

Qualifications

• Diploma or Degree in Human Resources, Business Administration, or related field.
• Minimum 1–2 years of HR experience preferred; fresh graduates with strong internship exposure may be considered.
• Knowledge of Malaysian Employment Act and HR practices is an advantage.
• Proficient in written and spoken English and Bahasa Malaysia.

Hotel Indigo is an upper-upscale lifestyle brand that captures the true spirit of the neighbourhood. With over 150 properties worldwide, we look for individuals that can inspire our guests to make unique discoveries through meaningful connections to the diverse people, places, and cultures of the local area.

Bring your story, to inspire new ones.