Admin Assistant - Talent Acquisition

Role and Responsibilities:

1. Recruitment & Onboarding Administration

-Prepare Letters of Offer (LOA), employment contracts, and hiring documentation.

-Create, update, and maintain physical personnel files (P-File) and electronic files (E-File).

-Perform system data entry and update candidate records in HR systems and database.

-Generate official employee email accounts and ensure IT access requests are completed.

-Ensure all documents are properly filed, organized, and compliant with audit requirements.

2. Documentation & Reporting

-Manage and track recruitment documentation and records.

-Support the Talent Acquisition team with data compilation and recruitment reports.

-Maintain filing systems and ensure confidentiality of candidate information.

-Monitor and follow up on pending LOAs and onboarding documents.

3. Talent Acquisition Support

-Assist in planning, coordinating, and executing recruitment initiatives such as walk-in interviews, career fairs, hiring drives, and recruitment projects.

-Provide administrative support during interviews (scheduling, preparation of interview materials, equipment and coordination of the event).

4. Social Media & Employer Branding

-Assist in creating recruitment posters, digital content, and promotional materials.

-Support Talent Acquisition in managing social media posting schedules and engagement activities.

-Collaborate with the team to enhance employer branding initiatives across social media platforms.

5. General Administrative Duties

-Handle correspondence and communication related to recruitment activities.

-Support continuous improvement initiatives within the Talent Acquisition unit.

-Perform any other related tasks assigned by the Talent Acquisition Manager or HR Department.

You should have:

-Candidates must possess a Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, or a relevant discipline.

-Well-versed in Bahasa Melayu and English (both written and spoken).

-Minimum 2 years of experience in administrative, human resources, or related fields.

-Proficient in HRIS (Human Resource Information System) with hands-on experience in managing employee data and system processes.

-Good computer literacy (Microsoft Word, PowerPoint, Excel, and other functions) and familiar with editing tools such as Canva, CapCut, etc.

-High integrity in handling private and confidential information.

-Proactive, attentive to detail, flexible, creative, organized, with a positive mindset and attitude.

-Able to work independently with minimal supervision.