Hr Administration Officer

Job Summary

The HR Administration Officer supports the HR department in managing day-to-day HR operations, ensuring smooth administrative processes, accurate employee records, and compliance with company policies and labor regulations.

Key Responsibilities:-

• Manage the full recruitment cycle including manpower requisition coordination, job advertisements, resume screening, interview scheduling, and candidate communication.
• Coordinate interview sessions with hiring managers and ensure timely follow-ups on interview outcomes.
• Prepare and issues letter of appointment and onboarding documentation in accordance with company policies.
• Coordinate new employee onboarding and orientation programs to ensure smooth integration.
• Maintain accurate recruitment records, trackers, and documentation for reporting and audit purposes.
• Coordinate and manage internal and external training programs.
• Prepare annual or periodic training plans and training schedules in consultation with relevant stakeholders.
• Manage training registration, attendance tracking, and documentation.
• Assist in training evaluation, effectiveness assessment, and maintenance of training records for audit and reporting purpose.
• Coordinate with internal trainers, external training providers, and relevant departments to ensure effective training delivery.
• Maintain and update employee records, personal files, and HR databases in accordance with company policies and PDPA requirements.
• Assist with panel clinic coordination, employee medical documentation, and issuance of clinic-related letters.
• Support employee welfare activities, engagement initiatives, and HR programs.

Ensure all HR documentation complies with internal policies, SOPs, and regulatory requirements.-

• Handle assigned administrative duties such as stationery control, office supplies management, and vendor coordination.
• Lieaise with internal departments and external vendors on administrative and HR-related matters.
• Provide administrative and operational support to the HR team and Department Head as required.
• Monitor and report recruitment metrics, including: Time to fill, Time to Hire, Recruitment source effectiveness, Interview to hire ratio, Offer acceptance rate.
• Track and report training metrics such as: Training attendance and completion rates, Training hours per employee, Training effectiveness and feedback analysis.-
• Prepare periodic HR analytics and reports covering recruitment, training, and workforce data to support management decision-making.
• Ensure accurace consistency, and confidentiality of HR data and reports for audit, compliance, and management review purposes.

Requirements & Qualifications:-

1. Minimum Diploma or Degree in Human Resource Management, Business Administration, or related field.
2. 1–3 years experience in HR administration is preferredStrong organizational and record-keeping skills.
3. Proficient in Microsoft Office (Word, Excel, Outlook)
4. Good communication and interpersonal skills.
5. Detail-oriented, responsible, and able to maintain confidentiality.
6. Knowledge of Malaysian labor laws is an advantage