Diana Sahrin

• Industry: Financial Services
• JOB RESPONSIBILITIES
• Manage all-round administrative work to ensure smooth office operation and tidiness of the office, including meeting room as well as pantry area
• Instructing the tea/cleaning lady to ensure the office cleanliness
• Maintain office and pantry supplies; perform budget control
• Handle incoming/ outgoing mails and arrange courier service
• Meet and greet visitors in a professional manner; arrange simple IT set-up, accommodation or car services when needed
• Manage internal staff events including logistics and procurement etc
• Perform the document signing as required & circulate to the relevant parties
• Responsible for property and facilities management and maintenance, renovation, repair
• Report to Head of People Operations & COO and carries out their requests
• Communicates with relevant offices, namely Hong Kong, Labuan and Singapore and liaise positively, proactively to support the colleagues
• Arrange internal and external meetings by scheduling appropriate meeting times, booking rooms
• Assist Finance in any additional matters if deemed necessary and requested as such to assist HR in aspects relating to personnel in relation to the Malaysia/Kuala Lumpur/Labuan office, staff on/offboarding etc
• Assist to manage part of HR matters regards to Recruitment including job posting, schedule interview via Zoom for selected candidates, manage the selection of suitable candidates based on JD and criteria needed, phone call interview & Zoom Interview, send email for successful and unsuccessful candidate etc
• Assist in HR Onboarding matter: preparing equipment, liaise with IT team for the setup, prepare Induction program itinerary, schedule Welcome Onboarding for new joiner for all Department, meet and greet new joiner face-to face, short briefing regards to the Company
• Assist in HR Offboarding matter: prepare the Company Asset Return form, face-to face with the employee regards to handover equipment, make sure that all equipment is returned, and form is signed off by the employee
• Responsible for new set up for new office in Kuala Lumpur for Fintech company
• Other ad-hoc tasks as assigned or instructed by Management.

• Job Description:
• Develop and execute recruiting plans
• Screening right candidate to fit right position
• Scheduling and conduct interviews
• Assist in performing reference and background checks for potential employees
• Attending career fairs for recruiting and company recognition
• Reviews confirmation and performance appraisals
• In-charge of Exit interview for resigned
• HR documentations Audit (Outlets)
• Perform counseling session for employees on disciplinary matters or when needed
• Prepares monthly HR reports
• Perform other HR duties as required or assigned.

• Liaised between management and employees to deliver conflict resolution, alleviate problems, and interpret compensation and benefits policies.
• Managing new policies and procedures to make recommendations for enhancing work productivity, recruitment, hiring processes, and talent management.
• Oversaw and managed hiring process and assisted human resources.
• Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
• Completed human resource operational requirements by scheduling and assigning employees.
• Improved office efficiency by effectively managing internal communications and correspondence.

• Updated HR database with new employee information, changes in benefits, and other details.
• Handled on-boarding process for newly hired employees, which included distribution of all paperwork.
• Organized company-wide events designed to boost employee morale.
• Managed benefits enrollment by answering questions and aiding employees with login details.

To provide administrative support to ensure Human Resource functions in terms of recruitment and,, employment documentation initiatives, payroll, leave administration, training and development are carried out in a timely and effective manner.

Nature of job: -

• Recruitment & Selection

• Compensation & Benefits

• Leave Administration

• Training & Development

• MySAP - Personnel Administration, Training and Event, Organisation and Time Management modules

Some of the frequent contacts of this position:-

1. Other Departments within the organization

2. Recruitment agencies

3. External Consultants/ Training providers

4. Suppliers

Principal Accountabilities:

· Maintenance of personal information and producing relevant reports in the Personnel Administration, Training and Event, Organization Management and Time Management modules in the MySAP system. Responsible for ensuring accurate & reliable data is maintained and policies & procedures are followed.

· Carry out timely and organized filing of all types of paperwork/documentation.

· Coordinate interviews, liaising with candidates and preparing relevant documentation required during the recruitment process.

· Issue offers letters, confirmation letters, resignation letters, extension/non-renewal of contracts letter and misc. movement letters for non-Executive employees.

· Issue of access cards for new recruits and creation of personal files for new non-executive employees.

· Assist in diverse assignments to include budget preparation/employee statistics /ad- hoc projects, by providing support in administration, creating charts/diagrams or other graphics for reporting and updating of employees' salary database.

· Assist in checking employees' monthly Overtime and Allowances and timesheets.

· To process all types of leave application and ensure its accurate maintenance in the MySAP system to include generation of related reports and its upload into HR Network Drive.

· Coordinate scheduled and ad-hoc training which includes liaising with training providers, employee registration and notification of training venue, accommodation, booking of training equipment and manage all relevant training paperwork and documentation.

· Assist in organizing employee engagement activities such as Year-End party, Christmas tree deco etc.

· Assist in preparation of Recruitment Collaterals such as Application Form, Career Website, Banner, Buntings, Recruitment Brochure, and Induction Folder etc.

· Preparation of Recruitment Advertisement in newspapers such as STAR, Harian Metro etc. for the recruitment roadshow events.

· Generate Hire & Resignation listing every month after 25th and send to Business IT for deactivate their names in TGV systems.

· In-charge of the Staff Movie Cards for the new hire, replacement of card and any matter related to the card itself.

· Assist in E- Leave implementation via mobile application.

• Planned and managed 50% recruitment activities for new hires using strategic personnel, staffing, and position management practices.
• Reviewed and screened 75% applicant resumes to identify qualified candidates.
• Liaised between management and employees to deliver conflict resolution, alleviate problems, and interpret compensation and benefits policies.
• Reviewed existing policies and procedures to make recommendations for enhancing work productivity, recruitment, hiring processes, and talent management.
• Oversaw and managed hiring process and assisted human resources.
• Coordinated and set up meeting materials, presentations and audiovisual systems.
• Maintained office supplies, distributed mail and processed invoices for payment.
• Filed paperwork, sorted, and delivered mail and maintained office organization.
• Organized new employee orientation schedules for new hires.
• Screened applicant resumes and coordinated both phone and in-person interviews.
• Worked well in a team setting, providing support and guidance
• Resolved problems, improved operations and provided exceptional service