Human Resources Assistant

IHG · Malaysia

Apply on the company website

Key Responsibilities

1. HR Administration & Documentation

• Maintain accurate, organized, and up-to-date employee records (hardcopy and digital).
• Manage and oversee filing systems for personnel files, contracts, leave forms, training records, and disciplinary documentation.
• Ensure proper documentation control and confidentiality in line with HR policies.

2. HR Operations Support

• Assist AHRM and SHRM in daily HR operations and coordination.
• Prepare HR letters, memos, and documentation (confirmation, disciplinary, employment-related letters).
• Support end-to-end onboarding and offboarding processes, including documentation, employee files, and exit procedures.
• Act as a point of contact for basic employee HR inquiries.

3. HR Office Management

• Ensure HR office and back office areas are consistently organized, presentable, and well-maintained.
• Monitor and manage office supplies, HR materials, and notice boards.
• Uphold a professional and welcoming HR environment for all employees.

4. Payroll & Attendance Coordination

• Verify and consolidate attendance data for payroll processing.
• Assist in tracking overtime, leave, allowances, and benefits documentation.
• Liaise with relevant departments to ensure accurate and timely submission of payroll inputs.

5. Learning & Development Support

• Maintain training records, attendance, and documentation.
• Coordinate training schedules and ensure materials and logistics are prepared.
• Support HRD Corp-related documentation and submissions where required.

6. Employee Engagement & Activities

• Assist in organizing employee engagement activities, CSR programs, and HR initiatives.
• Support internal communication and participation in hotel activities.

7. Compliance & Audit Readiness

• Support adherence to company policies, employee handbook, and Malaysian labour law requirements.
• Maintain proper documentation and records to ensure audit readiness.

Core Competencies

• Strong organizational and administrative skills.
• Attention to detail with ability to manage multiple tasks.
• Good interpersonal and communication skills.
• High level of confidentiality and professionalism.
• Proactive and able to work independently with guidance.
• Good knowledge of MS Office; HRIS knowledge is an advantage.

Qualifications

• Diploma or Degree in Human Resources, Business Administration, or related field.
• Minimum 1–2 years of HR experience preferred; fresh graduates with strong internship exposure may be considered.
• Knowledge of Malaysian Employment Act and HR practices is an advantage.
• Proficient in written and spoken English and Bahasa Malaysia.

At IHG, we’ve made a promise. As one of the world’s leading hotel groups, we’re here to deliver True Hospitality for Good. Making our guests and colleagues feel welcome, cared for, recognised and respected – wherever they are in the world. Want to be part of the journey? The Human Resources Assistant supports the overall daily operations of the HR department by providing administrative, coordination, and operational assistance. As a replacement for the HR Executive role, this position carries a broader scope of responsibilities and plays a key role in ensuring smooth HR processes and employee services. The HR Assistant will work closely with the Assistant Human Resources Manager (AHRM) and Senior Human Resources Manager (SHRM) to support HR administration, employee engagement, payroll coordination, and compliance, while maintaining a well-organized and efficient HR function.

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