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Assistant, HR & Admin

Department

HR & Admin

Level

Assistant

Office Location

Bangunan Yee Seng

Job Description
  • Execute day-to-day functions within the office administration, prepare table comparison for management approval on new purchases.
  • Issue purchase orders upon approved by management and liaise with vendors/suppliers; validate monthly billing/invoices i.e. telephone bills, internet bills, delivery orders and invoices etc.
  • Manage purchasing of stationeries, door access/ID cards, business cards and pantry stocks etc. Monitor and control usage of stationery and pantry items.
  • Ensure office equipment, coffee machine and water purification system are working properly at all time.
  • Report and follow up on office equipment/facilities defects to building management for rectification.
  • Update and maintain systematic and proper filing records for admin correspondences/files.
  • Responsible for company motor vehicle insurance and road-tax renewal. Keep record of company vehicles and arrange for periodic cleaning and service maintenance.
  • Ensure periodic pest control and carpet cleaning are carried out.
  • Assist and coordinate recruitment process includes making interview appointment and receiving the candidates, checking relevant documents, conduct reference check and prepare offer letter for approval to successful hires.
  • Act as main liaison/contact point on HR self-service system support, provide assistance to employees who encounter issue on HR e-system (e-leave, e-claim etc.)
  • Assist to update HR Employee Handbook, policies and procedures and ensure compliance to local law and statutory requirements.
  • Conduct introduction briefings to new joiner and arrange for logistics for Induction Program (office tour, etc)
  • Monitor employees’ confirmation / extension of probation and prepare the relevant documents.
  • Ensure completeness of documents (verify against exit/termination checklist) and smooth process of termination including conducting Exit Interviews - resignation & other terminations (retirement, demise, etc.)
  • Liaise with universities, colleges, students and HoDs to bring in students for Internship program. Prepare necessary documents as required to ensure successful implementation of Internship Program.
  • Assist to coordinate and organize Employee Engagement Programs (Sports Club activities, Company Trip, Wellness Programs, etc.)
  • Coordinate training sessions as approved by management and ensure training assessments are carried out effectively.
  • Support and coordinate employee training and engagement programs i.e. in-house training, staff gathering, sports activities, etc.
  • Organize logistics for company events/activities i.e. arrange for meeting venue, prepare meeting refreshments, etc.
  • Coordinate with Information Technology (IT) personnel on all related matters to IT and Telecommunication system including maintaining, troubleshooting, repair, and controlling Company’s IT equipment, software, and server.
  • Attend to any other duties as may be assigned by the Management from time to time.
Requirements

Min. Diploma or Bachelor’s Degree in Human Resource, Business Admin or any other discipline.

Preferably 3 years’ experience similar capacity.

Pro-active, enthusiastic and self-driven with high level of integrity.

Good organizational skills, listening skills, highly motivated, flexible and result oriented.