Human Resources Assistant

Scope of Position

This position is under the supervision of the Human Resources Manager and is responsible for the administrative support of day-to-day Human Resources operations.

Job Responsibilities

1. Performs customer service functions and assists the department in carrying out various human resources tasks and procedures for all company employees.
2. Leads the end-to-end recruitment process for Malaysia and Singapore, with recruitment coordination support from the Philippines HR team.
3. Manages the full recruitment process, including workforce requisition coordination, job postings, candidate sourcing and scouting, resume screening, candidate communications, interview scheduling, offer coordination, and pre-employment documentation.
4. Partners closely with hiring managers throughout the recruitment process to understand hiring requirements, provide recruitment updates, coordinate interview schedules and feedback, facilitate interviews, prepare interview materials, and support timely hiring decisions.
5. Prepares new employee files, maintains existing employee records, and ensures documentation is complete, accurate, and compliant with company policies and applicable legal requirements.
6. Maintains recruitment and employee information within the Human Resources Information System (HRIS), ensuring data accuracy and timely updates while maintaining the confidentiality of employee records.
7. Assists the Human Resources Manager in preparing employment-related documentation, including employment verification letters, supporting letters, probation completion and confirmation letters, contract-related correspondence, and other employee lifecycle documentation as required.
8. Provides HR administrative support, including maintaining employee personnel files, tracking HR documentation and compliance records, coordinating onboarding activities, monitoring probation due dates, and supporting HR operational processes to ensure accurate and timely administration.
9. Supports the Human Resources department with research, HR reports, job descriptions, compensation information, special projects, and provides ad hoc administrative support to the Administrative Coordinator as required.
10. Performs other related duties and responsibilities as required and assigned.

Education/Experience

1. Diploma or bachelor's degree in human resources, Business Administration, or a related field.
2. Minimum 2 years of experience in an administrative role, preferably within Human Resources or Talent Acquisition.
3. Experience coordinating end-to-end recruitment activities, maintaining HR documentation, and supporting HR operational processes is an added advantage.
4. Strong organizational, communication, and interpersonal skills with the ability to handle confidential information with professionalism.

Specific Knowledge, Skills, License, Certifications Etc.

1. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and HR Information Systems (HRIS) is preferred.
2. Excellent organizational and time management skills and ability to maintain confidential information
3. Effective written and verbal communication skills and excellent interpersonal skills
4. Able to manage multiple priorities, work independently, and collaborate effectively with stakeholders across different functions and regions.
5. Be detail oriented and recognize errors in numbers and spelling in written materials.

Core Competencies

1. Accountability: Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
2. Customer Focus: Makes service to internal and external customers a priority; focuses on exceeding customer expectations, not just meeting them; recognizes and values all key stakeholders; applies and develops service excellence skills.
3. Effective Communication: Listens for understanding and appreciation, encourages open feedback; presents clearly and effectively one on one, and in small and large group settings; considers the audience in preparing messages and in choosing the appropriate communication channels; creates and encourages open channels of communication.
4. Execution/Empowerment: Demonstrates the ability to get results; manages competing demands in fast paced environment with effective results; identifies and creates contingency solutions to ensure timely execution.
5. Learning & Development: Learning new skills and increasing capabilities a high priority; takes action to address development needs in self and others, if applicable; identifies gaps and learning opportunities to ensure complete technical job proficiency; takes responsibility for own development and skills improvement.

Values

1. Team: Collaborate and demonstrate respect for team members, partners and everyone with whom we do business; open communication.
2. Excellence: Strive for quality and safety; executed best in class; creative and innovative; dedicated for continuous improvement.
3. Service: Passionate about customer service internal and external and to the community; and creates superior value.
4. Trust: High standards of ethics and personal accountability; transparency; credibility; fairness