Office Administration jobs in Malaysia

ABOUT THE ROLE:
The Human Resource Admin Junior will provide essential administrative support to the HR department, focusing on recruitment coordination, payroll assistance, and accurate data entry. This role is ideal for a candidate looking to gain practical experience in HR administration within a consulting setting.

PRIMARY DUTIES:

1. Recruitment Support
   1. Post job advertisements on relevant job boards and social media platforms;
   2. Screen resumes to shortlist candidates based on job requirements and qualifications;
   3. Schedule interviews, coordinate logistics, and communicate interview details to candidates;
   4. Assist in preparing and organizing interview materials for hiring team;
   5. Track recruitment status, follow up with candidates, and maintain an updated candidate database.
2. Payroll and Benefits Administration
   1. Collect, verify, and enter employee attendance data for payroll processing;
   2. Assist in reviewing payroll records to ensure accuracy in employee compensation and benefits;
   3. Coordinate with the finance department to handle payroll-related queries and adjustments;
   4. Maintain confidentiality of payroll information and ensure data integrity.
3. Onboarding and Offboarding
   1. Assist with the onboarding process by preparing offer letters, contracts, and new hire documentation;
   2. Organize orientation sessions and provide initial support to new employees;
   3. Support offboarding processes, including exit interviews, clearance forms, and final payroll adjustments;
   4. Update HR systems and employee files to reflect any changes in employment status.
4. HR Records Management
   1. Accurately maintain and update employee records, including contact details, job information, and personal data;
   2. Organize, file, and manage personnel documents, ensuring compliance with confidentiality and data protection policies.
5. General Administrative Support
   1. Handle daily office administration tasks, including filing, document management, and correspondence;
   2. Assist in scheduling and organizing HR meetings, workshops, and training sessions;
   3. Respond to clients' inquiries, providing guidance on HR policies and procedures as needed;
   4. Support HR projects and initiatives as assigned by the superior.

Preferred Qualifications:

1. Diploma or Bachelor's Degree in Human Resources, Business Administration, or related field;
2. Previous experience in an HR-related role, internship, or administrative role is an added advantage;
3. Effective communication skills in both English and Malay;
4. Proficiency in Microsoft Office Suite (Word and Excel);
5. Familiarity with HR software such as an Applicant Tracking System and Payroll System is preferred;
6. Basic understanding of payroll software and data entry processes.