Recruitment Admin Assistant

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a motivated HR Operations Coordinator to facilitate onboarding and manage compliance processes. In this role, you'll liaise with new joiners, coordinate with internal stakeholders, and ensure a seamless onboarding experience. Your attention to detail and strong communication skills will be key in tracking onboarding progress and assisting with work permit applications. Join a dynamic team focused on fostering a supportive environment for new employees while ensuring compliance with hiring standards. This is an excellent opportunity for someone looking to advance their career in human resources.

Qualifications

• 1+ years of experience in HR Operations or Talent Acquisition.
• Strong proficiency in Microsoft Office and recruitment tools.

Responsibilities

• Coordinate onboarding processes for new joiners and ensure all documents are submitted.
• Assist in the application and renewal of work permits for employees.
• Maintain systematic records of all issued addendums and compliance.

Skills

Communication Skills

Interpersonal Skills

Organizational Skills

Detail-oriented

Proficiency in Microsoft Office

Education

Post Graduate Certificate / Diploma in Human Resources

Diploma in Business Administration

Diploma in Psychology

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

The job description provides a comprehensive overview of the responsibilities and requirements for the position. However, it contains some irrelevant sections towards the end, such as questions about the candidate's right to work, expected salary, language skills, and a prompt for reporting fraudulent job ads, which are not part of the job description itself. Removing these sections and focusing solely on the role's responsibilities, requirements, and qualifications would improve clarity and relevance. Additionally, minor formatting adjustments could enhance readability, such as consistent use of headings and bullet points for lists.

Below is a refined version with irrelevant content removed and formatting improved:

Job Responsibilities

• Liaise with new joiners to ensure timely submission of all required onboarding documents.
• Coordinate with internal stakeholders, including Department Secretary, IT, and hiring managers, to facilitate a smooth onboarding experience, including arranging induction sessions.
• Ensure new joiners have the necessary access, such as email accounts, system logins, and face recognition, before their start date.
• Provide physical assistance to new joiners on their first day at HQ, ensuring they complete all onboarding steps.
• Serve as the primary contact for new joiners to address questions or concerns related to onboarding.
• Track and monitor onboarding progress, proactively resolving issues to ensure a seamless transition.
• Assist in the application and renewal of work permits for employees in Sabah and Sarawak, including preparing and submitting documentation.
• Maintain accurate records of work permits, expiry dates, renewal timelines, and compliance requirements.
• Assist in tracking application statuses to ensure timely approvals.
• Provide guidance to employees on work permit requirements and compliance matters.
• Draft and process addendum letters related to contract extensions and employment amendments, ensuring accuracy and compliance.
• Maintain systematic records of all issued addendums.
• Pre-Offer Checks
• Coordinate pre-offer checks, including medical and background screenings, liaising with vendors and updating internal teams.
• Verify candidate information to ensure compliance with hiring standards.
• Monitor and follow up on the progress of checks, maintaining confidentiality.
• Escalate discrepancies or concerns to relevant stakeholders.
• Stakeholder Management
• Establish and maintain good relationships with external and internal stakeholders to ensure smooth operations and foster trust.
• General Inquiries
• Respond to inquiries from stakeholders, candidates, and hiring managers, maintaining regular communication regarding recruitment matters.

Job Requirements

• Post Graduate Certificate / Diploma in Human Resources, Business Administration, International Business, Psychology, or related fields.
• Minimum 1 year of experience in Recruitment, HR Operations, Compliance, or Talent Acquisition; internship or prior experience is an advantage.
• Strong communication and interpersonal skills.
• Detail-oriented with good organizational skills.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); familiarity with recruitment tools is a plus.
• Ability to work independently and in a team.