HR Assistant (Contract)

Position Summary

The HR Assistant supports the Human Resources department in coordinating employee-related administrative functions and workplace support services. The role is primarily responsible for the management and coordination of canteen operations, administration of the employee time management system, and organization of employee engagement activities. This position ensures smooth daily operations that contribute to employee well-being, workplace efficiency, and positive employee experience.

Principal Responsibilities

1. Canteen Management
•    Lead the canteen committee and ensure effective execution of responsibilities.
•    Oversee daily canteen operations to ensure smooth service and compliance.
•    Act as the main liaison with canteen vendors on operational matters.
•    Monitor food quality, hygiene, pricing, and service standards.
•    Conduct regular inspections & audits to ensure cleanliness and safety compliance.
•    Gather and address employee feedback to improve canteen overall performance including food quality and variety.
•    Track vendor performance and ensure adherence to agreements and SLAs.
•    Support canteen arrangements for events and special occasions.
•    Maintain proper records on operations, vendors, and inspections.

2. Time Management System Administration
•    Support the administration and maintenance of the employee time management system (TMS).
•    Ensure accurate recording of employee attendance, overtime, shift schedules, and leave data.
•    Assist employees with TMS inquiries and resolve attendance discrepancies when necessary.
•    Generate periodic reports related to attendance, overtime, and leave for HR and management review.
•    Coordinate with supervisors and departments to ensure timely submission and verification of attendance records.

3. Employee Engagement & Welfare Activities
•    Coordinate and support employee engagement activities, including festive celebrations, employee appreciation programs, and internal events.
•    Administer employees’ birthday voucher, and/or other similar programs.
•    Assist other HR colleagues in organizing company events such as town halls and wellness activities.
•    Support communication and coordination with employees regarding HR programs and initiatives.
•    Help maintain a positive workplace environment through employee-focused initiatives.

4. HR Administrative Support
•    Provide administrative support for HR-related documentation, records, and internal coordination.
•    Assist in maintaining any relevant HR records and documentations in an organized and confidential manner.
•    Support HR in coordinating employee communication related to policies, programs, or company initiatives.

5. Others
•    Provide support for ad-hoc employee-related activities, HR initiatives, special projects or operational tasks from time to time.
•    Perform any other relevant and related responsibilities that may be assigned from time to time as required by superior.

Education / Experience Requirements

•    Diploma or bachelor’s degree in business administration/human resources management or other relevant field.
•    Minimum 1-year relevant working experience.

Specialized Skills / Other Requirements

•    Must be able to communicate fluently (written and verbal) in English and Malay Language. 
•    Good interpersonal skill and able to communicate with employees at all levels.
•    High attention to detail with the ability to ensure accuracy in administrative and operational tasks.
•    Analytical and data-handling capability, able to work with data, maintain records accurately, and generate basic reports when required.
•    Proficient in Microsoft Office applications including Excel, PowerPoint, and Word for reporting, documentation, and presentation purposes.
•    Knowledge of data visualization tools (e.g., Power BI) will be an added advantage.
•    Must have initiative and able to work independently with minimum supervision.
•    Proactive and self-driven in identifying operational needs and taking initiative to follow up, update, and execute assigned responsibilities.
•    Demonstrates strong ownership and accountability, taking responsibility for tasks, ensuring timely follow-up, and driving successful execution of assigned responsibilities and initiatives.