Administrative Assistant

7 days ago

Johor Bahru, Malaysia Freightwatch G Patomotoh Security Services Sdn Bhd Full time

**Main Purpose of Job / Key Responsibilities / Accountabilities**

To assist Branch Manager/HR Manager in development and implementation of administration.

To assist in operating practices, record keeping system, forms control, office layout, and other personnel requirements.

**Responsibilities**

1) Answer, screen and transfer inbound phone calls in proper phone etiquette.

2) Assisting in preparing documentation and updates for ISO 9001:2015 STD, ISO 45001:2018 STD, SMETA, RBA, QMS Awareness, Transition, and Implementation.

**Permit Renewal**

1) Received consent letter from branches & Seremban for renewal.

2) Prepare document and update in the KDN system for 4th & 5th year renewal.

3) Prepare manual submission to KDN Putrajaya for 6th year renewal.

5) Fomema - Keyin details guards
- Request payment to Accounts Dept.
- Request payment for permit sticker upon received of the Fomema result within 2 weeks.

6) Purchase Insurance

7) MYEG, key in details, upload passport & permit and complete the payment.

8) Immigration, preparing documents to complete passport process.

9) Check Out Memo (COM), preparing documents & attach flight ticket to complete the COM process.

10) Prepare documents and complete the special pass process if any.

11) Responsible for Nepalese guards SOCSO registration and contribution.

12) Responsible for new Nepalese recruitment process.
- Key in all the required information via FWCMS, purchase insurance upon received of approval and complete the calling visa process.
- Attestation Documents to Nepal Embassy (New Quota)
- Request meal allowance for new Nepalese guards.

13) Responsible for HRDF Grant / claims for all the trainings’ conducted.

14) Prepare back homeland & Guarantor letter for those going back to Nepal.

15) Prepare transfer letter for Nepalese guards upon received notification from the branches.

16) Prepare Nepalese guards salary breakdown as required on monthly basis.

17) Responsible for monthly Insurance (FWCMS, SPIKPA) & Levy refund.

18) Prepare personnel file for Nepalese guards and ensure all the required documents been kept as per ISO STD.

19) Handling passport in & out process.

20) Prepare documents for airport clearance for new arrival and complete the process.

21) Handling opening account for new comers (CIMB).

22) Any other tasks assigned by the management.

**HR Support Duties**:
1) Maintain and update employee records, including personal files, attendance, medical leave, and training documentation.

3) Support onboarding and offboarding processes.

4) Track and manage employee leave balances and update leave records accordingly.

5) Prepare HR-related letters for the Branch employees.

6) Assist in monthly payroll preparation by compiling attendance data and leave reports.

7) Coordinate employee welfare programs, engagement activities, and company events.

8) Ensure HR documents are properly filed, secured, and handled confidentially.

**Job Types**: Full-time, Permanent

Pay: RM2,500.00 - RM3,000.00 per month

**Benefits**:

- Maternity leave
- Opportunities for promotion
- Parental leave
- Professional development

Schedule:

- Day shift

Ability to commute/relocate:

- Johor Bahru (Johor Bahru): Reliably commute or planning to relocate before starting work (preferred)

Application Question(s):

- Are you able to start immediately?

**Experience**:

- HR Admin: 1 year (preferred)

**Location**:

- Johor Bahru (Johor Bahru) (preferred)

Work Location: In person

Application Deadline: 06/03/2025
Expected Start Date: 06/24/2025

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