Human Resources Assistant

3 days ago


Shah Alam, Malaysia I-R & D SDN BHD Full time

1.1 To assist the Assistant Human Resources Manager or any other person(s) in handling all secretarial and administrative duties of the department. 1.2 To maintain and safeguard the confidentiality of the department at all times. 1.3 To be fully familiar and manage the Human Resources Management System database and its function. To fully responsible in the registration of new staff which includes i) preparing letters of offer and letter of employment, ii) allocation of new staff number, iii) opening of new punch card, iv) issuing of Hotel’s items such as staff name tag, locker key, staff identification card, staff medical card and Hotel’s employee handbook, v) opening of new personal staff file and create data in HRMS, vi) ensure that new staff provides complete personal data, vii) raise Employee Action Report (EAR), and submit for approval by HOD, AHRM & GM, viii) Forward duplicate copy of EAR to Finance Department with a copy of staff details (personal particulars, a copy of staff identification card and bank account number) for payroll purposes. 1.4 To ensure that the performance appraisals for new staff are carried out accordingly. To monitor and follow up appraisal submission on timely basis. 1.5 To monitor staff that are due for confirmation and prepare letter of confirmation or otherwise. 1.6 For staff that resigns / absconded / terminated & retired, prepare the necessary documents and ensure that the Hotel’s items are returned. Update Finance by raising the Employee Action Report (EAR) for payroll purposes. Maintain proper filing system of ex-staff for future reference. 1.7 To coordinate, facilitate training sessions in human resources department and all training campaign for the hotel staff. 1.8 To prepare and organize the Quarterly Associates Gathering event. Assist Assistant Human Resources Manager on nominations and preparation of employee awards, certificates, poster, function room booking and event order, slides preparation and etc. 1.9 To organize, prepare and coordinate employee relations activities for the hotel staff on timely basis. 1.10 To attend to staff needs in a courteous and efficient manner at all times and to conduct oneself in a professional manner so as to encourage fellow colleagues to do likewise. 1.11 To be responsible in ensuring that all documents signed / forwarded by the Assistant Human Resources are distributed out carefully and accordingly so as to avoid any documents from being misplaced or misdirected. 1.12 Receives, open and distributes incoming mail/faxes/documents. 1.13 Set up and maintain a well-organized filing system where updated and accurate record can be retrieved quickly. 1.14 To arrange for appointments for the Assistant Human Resources Manager and update him/her accordingly. 1.15 Monthly attendance checking for all departments on monthly basis 1.16 To prepare Overtime Report and Partimers payment summary on monthly basis 1.17 To Prepare Trainee Allowance summary on monthly basis 2.0 Secondary Duties:

- 2.1 Accepts and screens telephone calls and refer calls to others, where relevant. In a most courteous manner and in accordance with the Hotel’s standard phrases. 2.2 Coordinate staff discount / complimentary stay for internal / external request 2.3 To update and maintain staff notice board in a proper manner. 2.4 To prepare staff birthday cards on monthly basis and to distribute accordingly. 2.5 Handling request for complementary stay / meal voucher from other organizations. 2.6 Maintain adequate stock supplies and initiates requisitions from the general store. 2.7 Liaise with Kitchen department in managing staff dining room matters ie. Updating menu on the notice board, purchase of cutleries, monitoring cleanliness, decorate during festive and etc. 2.8 Manage the staff locker rooms. Assign locker to new hire, collect key from resigned staff and maintain the locker listing status. To liaise with housekeeping on the cleanliness and raise maintenance request for repair work. To prepare notification poster on fumigation upon advise from housekeeping on monthly basis. 2.9 Performs other duties that may be assigned by the Assistant Human Resources Manager on ad-hoc basis.
The BEST WESTERN i-City Shah Alam - a modern business hotel that is set to become the preferred choice for both local and international travelers. Strategically located in Sham Alam - a key satellite city offering fast links to Kuala Lumpur and Malaysia’s main international airport, this contemporary 18-story hotel features 214 modern, comfortable guest rooms and suites, all connected with free Wi-Fi. A selection of food and beverage options, including an all-day dining restaurant, 24-hour room service and a cafe with outdoor seating, allows guests to sample a selection of delectable Asian and international flavors. Meanwhile, the large amount of conference and banqueting space means guests at the BEST WESTERN i-City Shah Alam can do business with ease. Located within the modern i-Ci



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