Human Resources Assistant

Kimpton; Malaysia; On-site; MYR 39,000 - 61,000; Full time

Job summary

Kimpton is seeking an organised HR Administrator in Malaysia to maintain employee records, ensure confidentiality, and support HR operations. The role includes onboarding/offboarding, payroll input coordination, and maintaining training records.

You will also help organise employee engagement activities, CSR programs, and ensure documentation aligns with Malaysian labour law. Strong MS Office and HRIS familiarity is preferred.

Qualifications

• Diploma or degree in HR, business administration or related field.
• 1–2 years HR experience preferred; fresh graduates with strong internship exposure considered.
• Knowledge of Malaysian Employment Act and HR practices is a plus.
• Proficient in written and spoken English and Bahasa Malaysia.

Responsibilities

• HR Administration & Documentation: maintain employee records and ensure confidentiality.
• HR Operations Support: assist onboarding/offboarding and issue HR letters.
• HR Office Management: keep HR areas organized and presentable.
• Payroll & Attendance Coordination: verify attendance and payroll inputs.
• Learning & Development Support: track training records and logistics.
• Employee Engagement & Activities: assist in events and CSR programs.
• Compliance & Audit Readiness: support policy adherence and records management.

Skills

Organizational skills

Attention to detail

Interpersonal & communication

Confidentiality & professionalism

Independent with guidance

Education

Diploma or Degree in HR / Business Admin

Tools

MS Office

HRIS

Job description

Key Responsibilities

1. 1. 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.
2. 2. 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.
3. 3. 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.
4. 4. 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.
5. 5. 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.
6. 6. Employee Engagement & Activities
   • Assist in organizing employee engagement activities, CSR programs, and HR initiatives.
   • Support internal communication and participation in hotel activities.
7. 7. 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.