UNIPIN PHILIPPINES INC. Hiring! Full Time HR - Admin Assistant (Document - Dispatch) in Selangor, Earn up to MYR 3,000 - Ricebowl

Job Summary

The HR & Admin Assistant (Document & Dispatch) supports day-to-day Company and HR administration, document handling, record keeping and general administrative and dispatch activities.

The role includes coordinating documents for signature, arranging document delivery and collection, managing incoming correspondence, maintaining proper records and providing general administrative support.

The position will also assist the HR team with routine HR operations, including employee records, leave and training records, and other day-to-day HR support.

The successful candidate should be organised, responsible, detail-oriented and comfortable handling confidential information, coordinating multiple administrative tasks and travelling within Klang Valley when required.

Key Responsibilities

Admin & Dispatch Support

1. Document & Signature Management

• Prepare and check documents for management/director signatures.
• Arrange documents in the correct signing sequence.
• Follow up on pending signatures.
• Scan and file completed documents.
• Prepare cover letters and acknowledgement documents using approved templates.
• Arrange for documents to be signed or stamped upon receipt.
• Follow up and retain proof of receipt.

2. Dispatch & Courier Arrangement

• Arrange document delivery and collection by courier, Grab or hand delivery.
• Deliver or collect documents personally when required.
• Track dispatches and obtain proof of delivery.
• Follow up on documents pending return.
• Travel within Klang Valley for dispatch-related matters when required.

3. Incoming Mail & Office Mailbox

• Check and clear the Company’s physical mailbox once a week.
• Sort and distribute incoming letters and correspondence.
• Forward important or urgent correspondence to the relevant person or department.
• Scan and file important mail where required.

4. Filing & Record Keeping

• Maintain proper physical and electronic document filing.
• Update trackers for signatures, dispatches, acknowledgements, pending returns and follow-ups.
• Handle confidential documents securely.

HR Administration Support

• Assist the HR team with day-to-day HR administrative and operational matters.
• Assist in collecting, organizing and following up on documents or information required from employees.
• Coordinate online training sessions and online interviews, including scheduling, sending meeting invitations and following up with participants.
• Maintain and file training records, including training attendance, supporting documents and related correspondence.
• Maintain proper leave records for overseas staff.
• Assist HR on simple reports relating to claims.
• Maintain confidentiality of employee information.
• Provide other routine HR administrative support as assigned by the HR team.

General Office Administration

• Support basic office supplies and administrative arrangements.
• Assist Finance, HR, Legal and other departments with simple administrative tasks when required.
• Perform other reasonable administrative or runner duties assigned by management.

Requirements

• Minimum SPM, Diploma or equivalent qualification.
• At least 2 year of administrative, office assistant, HR administration, document control or similar experience is preferred.
• Basic knowledge or prior experience in HR administration would be an added advantage.
• Basic proficiency in Microsoft Office, including Word, Excel and Outlook.
• Able to maintain basic Excel trackers and records accurately.
• Able to communicate in English and Bahasa Malaysia.
• Must be able and willing to travel within Klang Valley for document delivery, collection and dispatch-related duties.
• Must be able to attend the Cyberjaya office at least 2 days per week.
• Possession of own transport is an advantage.

Pay: RM2,500.00 - RM3,000.00 per month

Benefits:

• Dental insurance
• Gym membership
• Health insurance

Work Location: Hybrid remote in Cyberjaya