Operations & HR Administrative Assistant

Hiap Huat Holdings Berhad; Kampung Chamang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading company in Malaysia is seeking an Operations & HR Administrative Assistant to support billing processes, payroll preparation, and HR responsibilities. The ideal candidate will ensure timely invoicing and documentation, assist in employee onboarding, coordinate foreign worker permits, and maintain accurate records. A minimum diploma in administration or equivalent experience is required. Fresh graduates are encouraged to apply for this dynamic role based in Bentong, Pahang.

Qualifications

• Proficient in Microsoft Office and data entry.
• Attention to detail and accuracy are essential.
• Fresh graduates are strongly encouraged to apply.

Responsibilities

• Ensure all invoices are generated promptly.
• Prepare and issue Credit Notes after approval.
• Update staff attendance and basic personnel records.
• Assist in employee onboarding and offboarding.
• Prepare monthly payroll inputs.
• Coordinate foreign worker permits and renewals.

Skills

Proficient in Microsoft Office

Attention to detail

Ability to work independently

Teamwork skills

Education

Minimum diploma in administration related field

Job description

Operations & HR Administrative Assistant (Based at Bentong, Pahang)

• Ensure all invoices are generated promptly upon receipt of complete and approved sales orders.
• Prepare and issue Credit Notes in a timely manner upon receipt of management approval.
• Coordinate with Sales, Finance, Operations, and Warehouse teams to resolve billing and documentation issues.
• Identify, expedite, and escalate issues that may impact delivery schedules or customer commitments.
• Work closely with logistics partners to ensure shipments are supported by complete shipping and customs clearance documentation.
• Arrange and dispatch billing and shipping documents to customers.
• Ensure all invoices, delivery orders, shipping documents, and purchase orders are properly recorded and filed.
• Interface with Sales Planners on stock allocation and customer site readiness to facilitate order fulfillment.
• Attend to customer and sales enquiries related to billing and documentation.
• Input production records to inventory system.
• Provide support for ad-hoc billing and process improvement tasks.

HR Responsibilities

• Update staff attendance, leave, and basic personnel records.
• Assist in employee onboarding, offboarding, and related documentation.
• Prepare monthly payroll inputs including overtime, allowances, deductions, and claims to HQ.
• Coordinate foreign worker permits (PLKS), passport renewals, FOMEMA medical examinations, and related follow-ups.
• Assist in staff resignation, abscondment cases, and medical check-up arrangements.
• Coordinate with HQ HR to liaise with embassies, labour offices, Immigration Department, and other relevant authorities when required.
• Prepare and manage documentation for HR inspections, audits, and authority visits.
• Support investigations, interviews, and reporting related to employee matters.
• Coordinate staff hostel and accommodation arrangements, room allocation, and occupancy records.
• Monitor hostel discipline, cleanliness, and compliance with house rules.
• Handle hostel utilities, maintenance, and basic facility management matters.
• Liaise with landlords, wardens, property agents, vendors, and management on accommodation-related matters.
• Arrange and coordinate transportation for foreign workers to and from the workplace, hostels, clinics, Immigration offices, embassies, and other official appointments.
• Coordinate HR, welfare, and foreign worker matters between branch and HQ.

Job Requirements

• Minimum diploma in administration related field, or equivalent work experience
• Proficient in Microsoft Office and data entry
• Attention to detail and accuracy
• Ability to work independently and as part of a team
• Fresh graduates are strongly encouraged to apply.