HR Assistant

Job title : HR Assistant

Department: Human Resources
Reports To: HR Manager

Job Summary

We are seeking a highly organised, proactive, and people-oriented HR Assistant to support the day-to-day operations of the Human Resources department. The ideal candidate will assist with recruitment, employee records, onboarding, attendance, employee relations, HR documentation, and general administrative activities.

The successful candidate should have strong attention to detail, excellent communication skills, discretion, and the ability to handle confidential employee information professionally.

Key Responsibilities

Recruitment & Onboarding

• Assist with preparing and posting job advertisements across relevant platforms.
• Screen CVs and shortlist candidates based on approved requirements.
• Schedule interviews and communicate with candidates.
• Assist with reference checks and pre-employment documentation.
• Prepare onboarding documents and coordinate new employee onboarding.
• Maintain accurate recruitment and onboarding records.

Employee Records & HR Administration

• Maintain up-to-date employee personnel files and HR databases.
• Prepare HR letters, memos, forms, and other employment documentation.
• Track employee documentation, contracts, probation periods, leave, and other HR activities.
• Assist with updating employee information and HR reports.
• Ensure HR records are properly filed and confidential.

Attendance, Leave & Payroll Support

• Monitor attendance, lateness, absenteeism, and staff schedules.
• Maintain accurate leave records and assist with leave administration.
• Support the preparation of payroll inputs, including attendance, deductions, overtime, and other relevant information.
• Identify and report discrepancies in attendance or payroll information.

Employee Relations & Engagement

• Assist with employee queries and escalate issues to the HR Manager where necessary.
• Support employee engagement activities and staff welfare initiatives.
• Assist in the administration of disciplinary processes and documentation.
• Support HR investigations by gathering relevant documentation and maintaining accurate records.
• Promote company policies and ensure employees understand HR procedures.

Training & Development

• Assist with coordinating employee training and development programmes.
• Maintain training attendance and completion records.
• Support the preparation of training materials and schedules.
• Follow up on mandatory training and certifications.

HR Compliance

• Assist in ensuring HR processes comply with company policies and applicable employment regulations.
• Maintain confidentiality of employee and company information.
• Ensure HR documentation is complete, accurate, and properly maintained.

Requirements

• Bachelor's degree in Human Resources, Business Administration, Industrial Relations, Law, Psychology, or a related field.
• 1–3 years of experience in HR or an administrative role.
• Knowledge of basic HR practices and employment processes.
• Strong organisational and administrative skills.
• Excellent written and verbal communication skills.
• Good working knowledge of Microsoft Office, Google Workspace, or similar tools.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential information with discretion.
• Ability to multitask and work effectively in a fast-paced environment.

Preferred Qualifications

• CIPM, SHRM, or other HR certification is an advantage.
• Experience using HRIS, payroll, recruitment, or attendance management systems is an advantage.
• Experience in hospitality, retail, or other fast-paced service environments is a plus.

Key Competencies

• Organisation and time management
• Communication skills
• Attention to detail
• Confidentiality and discretion
• Problem-solving
• Teamwork
• Professionalism
• Emotional intelligence
• Proactivity
• Integrity and accountability

Performance Indicators

• Accuracy and completeness of employee records
• Timely completion of HR administrative tasks
• Recruitment and onboarding support efficiency
• Accuracy of attendance and payroll inputs
• Timely response to employee requests
• Compliance with HR policies and procedures
• Quality and confidentiality of HR documentation