SHEETALJIT KAUR
HR / ADMIN EXECUTIVE
Cheras
Summary
Results-driven professional seeking a job in a growth-oriented and excellent environment, where job satisfaction and self-development are prioritized. Committed to achieving personal and organizational goals, with extensive experience working in fast-paced environments that require strong organizational, technical, and interpersonal skills. Known for trustworthiness, ethical approach, and hardworking nature. Excels in multitasking and dedicated to delivering superior results. Capabilities include expertise in Human Resource/Recruitment, Media Relations, Office Equipment Operation, Filing & Data Archiving, Customer Service & Media Relations. Prioritizes team collaboration and strives for achieving outstanding outcomes as a professional administrative executive. Focuses on managing schedules, coordinating meetings, and streamlining office operations to enhance efficiency. Recognized for reliability and adaptability to changing needs. Possesses excellent communication, organization, and problem-solving skills. Has a keen ability to support executive functions and drive successful outcomes.
Overview
16
16
years of professional experience
2015
2015
years of post-secondary education
Work History
HR Officer
TheLorry Online Sdn Bhd
01.2019 - 01.2021
- Recruitment planning with individual stakeholders - quarterly activity
- Constantly building the (active) pipeline for all roles projected for, by individual stakeholders/HOD
- Building a network of (passive) candidates
- Identifying new recruitment channels
- Building relationship with Universities and Colleges for Internship pipeline ( Active - minimum 3)
- Taking part in at least 1 recruitment fair/event for each quarter
- Interview per week - 10
- At any point in time - using 3 active recruitment channels
- Ensure all interviews conducted are documented for hiring managers record; Candidate Registration Form, Assessment, Personality Test, CV, Educational Certificate
- Organized Townhalls, Festive events, Teambuildings
- Conduct Reference checks prior to hiring
- Preparing Offer Letter
- Create an active Google file on all candidate and employee details
- Constantly updating Employee files
- Maintained accurate personnel records, ensuring privacy standards were met in accordance with relevant regulations.
- Coordinated onboarding processes for new hires, integrating them seamlessly into the workplace environment.
- Processed paperwork and hiring details for promotions and lateral position changes.
- Reduced employee turnover by addressing concerns, mediating conflicts, and providing support for staff members.
- Coordinated employee placements and administrative details.
Executive Assistant to Regional Head
AXA SHARED SERVICES SDN BHD
11.2017 - 01.2019
- Support the Executive Lead team for setting up meetings and appointments, travel logistics when travelling to other countries
- Manage travels booking through predefined travel agencies
- Support HR and Facility Manager's for some specific projects involving Executive Team
- Provide support for travels booking to other employees (through travel agency)
- Support the alignment with travel policy and provide support to Executive team for administrative procedures (example: expenses)
- Provide support to HR Team
- Organizing company events - Dinners, Lunch's
- Office manager - pantry, cleaners, vendors, parking, stationaries
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Processed travel expenses and reimbursements for executive team and senior management group.
Personal Assistant to CEO
MELAKA INTERNATIONAL SCHOOL
10.2015 - 11.2017
- Perform administrative functions including memos, letter, and other department forms and documents
- Manage the CEO's calendar (scheduling appointments, travel, meetings, etc) and screen incoming calls/visitors and correspondence and respond independently when possible
- Attend meetings on behalf of the CEO
- Handle CEO'S personal matters, run errands
- Minute general meetings as required and complete research on behalf of the CEO
- Arrange and schedule detailed travel plans and itineraries, compile documents for travel-related meetings, and completes expense reports
- Filter general information, queries, phone calls, and invitations to the CEO by redirecting or taking forward such contact as appropriate
- Organize events, meetings or conferences by issuing information/invitations, coordinating speakers and controlling the event and manage the planned budget
- Maintain high level of confidentiality on all corporate and personnel matters
- Performing other duties as assigned
- Monitor the collection of reports closely and escalate to the CEO whenever needed
- Communicate and monitor any potential problems, queries, feedback or escalations and ensure that they are fulfilled
- Submission of Terms of Business with Insurance Agencies and follow up on the progress
- Handle projects (Provide support in planning, managing, and monitoring major projects from concepts through implementation)
- Reason for Leaving - Moved back to KL
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
- Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
- Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
- Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
Project Officer (Contract)
TRANSPARENCY INTERNATIONAL MALAYSIA (NGO)
11.2014 - 10.2015
- Overall responsibility for providing administrative and operational leadership to ensure effective achievement of Transparency International-Malaysia's (TI-M) project mission through overseeing research, policy and programme development, advocacy, fundraising, communications, capacity and coalition building and developing strong relationships with TI Secretariat, other TI chapters, foreign missions, governments departments, partner agencies, donors, funders and other national and international organizations, as well as managing budget and ensuring all smooth day-to-day operations of project(s) assigned
- Coordinate administrative and project requirements
- Research and assist in the preparation and development of documents, training materials and manuals related to TI-M's projects
- Prepare reports on project activities and upcoming project plans
- Monitor progress of project deliverables and plan accordingly
- Promote, coordinate and implement project requirements
- Liaise with external parties on matters arising and matters related to the project
- Arrange and coordinate meetings with stakeholders and other related parties
- Prepare and assist in preparing new project proposals and plans
- Plan, assist and implement fundraising activities
- Travel both locally and internationally as per project requirement, developments and assignments
- Other duties as assigned by the Executive Director and Manager
- Reason of leaving - Contract
Finance, Admin & Human Resource Leader
MALAYSIAN CARE (NGO)
10.2013 - 11.2014
- Supervising - Finance, Admin & HR Team
- To liaise with relevant departments for effective and efficient conduct of Induction program for eg: Administration, IT, Security, Health & Safety
- Preparing Payments to vendors
- Donors Relations
- Participating in training, supervision and team meetings
- Offering information and support to service users and their families
- Liaising with, and making referrals to, other agencies
- Lead, mentor Finance, Admin and HR staff
- Assist in the coordination and implementation of events and activities according to plans and budget, including event management, mobilizing participation, making logistical arrangements, coordinating evaluations of workshops and following up with participants
Human Resource Executive
VALESERVE MALAYSIA
05.2011 - 06.2013
- To search for potential candidates using internal and external databases and by working with recruitment agencies
- Conduct phone screening and gather information of their education, experience, job capability, availability and salary range
- Work with hiring agency and headhunters to fill open position
- Monthly payroll processing
- Staff Announcement
- Performance Management: monitoring probationer period, extension, confirmation, promotion
- To liaise with hiring managers on recruitment demand planning
- To schedule interview sessions between hiring managers and potential candidate and ensure all shortlisted candidates are given pre-employment medical check prior to issuance of offer letter
- To liaise with relevant departments for effective and efficient conduct of On-boarding program for eg: Administration, IT, Security, Health & Safety
- Assure that employees' personal information are obtained and accurately provided to the payroll department on time
- Assist the supervisor in producing the necessary managerial reporting, controls and tracking
- Ensure all recruitment and selection activities are processed according to the established procedure
- Develop a pool of qualified candidates in advance of need
- Actively work with teammates to provide improvement suggestions to the services provided
- To monitor and process urgent requests before specified deadline
- To meet all performance targets (i.e
- SLA and KPIs)
- Reason of leaving better career development & better opportunity
HR Contract Administrator
ADECCO PERSSONEL SDN BHD
07.2010 - 05.2011
- Human Resources & Administration
- Client Servicing
- Timesheet management
- Assisting Branch Manager
- Recruitment
- Partner with Recruiting to ensure all new hire data is accurate and complete in database
- Maintain and reconcile several HR systems to ensure employees' information is consistent across all systems
- Performance Management: monitoring probationer period, extension, confirmation, promotion
- Create personnel files for each new hire, ensuring that documents are properly completed and signed by new hires before storing in file room
- Work closely with recruiters to ensure information is properly captured
- Answer and solve queries/issues faced by employees via email and phone calls
- Issue the Appointment Letter, Contract
- Salary Payment Issue
- Reason of leaving: Looking for better opportunity
PROJECT ANALYST CUM HR ASSISTANT (Contract)
THE WORLD SPORTS BOOK OF RECORDS
07.2009 - 07.2010
- Structuring the projects called The World Sports Book of Records and The Malaysian Sports Book of Records starting from the scratch by coming out with the concept, rate card, appeal letter, contract form and other marketing documentation
- Prepare proposal for getting the grant and support letter from the government
- Register domain and web hosting for the website
- Working closely with the web developer/graphic designer to create the website and mock up
- Liaise with writers about the content of the publication
- Build a client database and approach them using cold call technique, and then fix appointments
- Prepare and deliver sales presentations to potential clients to secure advertisements, write ups and sponsorships
- Ensure project documents are complete, current and stored appropriately
- Coached, mentor, motivate and supervise junior project analysts and influence them to take positive action and accountability for their projects (The Malaysian Book of Excellence, Natural Resources & Environmental Journal, Diplomatic & Trade Journal and The Women Book of Entrepreneurs)
- Administered to make sure office operates smoothly in all aspects
- Employee orientation, development, and training logistics and recordkeeping
- Provide support in planning, managing, and monitoring major projects from concepts through implementation
- Coordinated job fair, recruitment, interviews
- Reason of leaving: Contract End
SENIOR ADMIN EXECUTIVE
ALICE GEORGE COMMUNICATION
02.2008 - 06.2009
- Provided administration support to the Principal Consultant
- Media Monitoring
- Compiling Press Kits
- Assisted in special event's
- Coordinate corporate luncheons meeting's
- Filing, data entry, scanning and other administration duties
- Assisted in the launch and events: Monier Roffing - Penang, Global Brand Forum Malaysia, Domii Outlet - The Curve, IJN - Everybody's Birthday with Sarimah Ibrahim, ESPN - Kaoushing Bowling at Sunway Mega Lanes
- Reason of leaving: Company closed
Receptionist /Administrative Assistant
WEBER SHANDWICK WORLDWIDE
07.2005 - 01.2008
- Purchased supplies and performed data entry
- Arranging courier local and international
- Assisted finance executive on monthly claims and soft cost
- Media monitoring
- Provided administrative support to the Consultants and Client Coordinator's
- Reason of leaving: Contract End
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Responded to inquiries from callers seeking information.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Answered central telephone system and directed calls accordingly.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Collected and distributed messages to team members and managers to support open communication and high customer service.
- Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Education
Advance Diploma - Counseling Psychology
Counseling Psychology
Kuala Lumpur, Malaysia01-2015
Professional Certificate - undefined
Human Resource Management - MIHRM
Certificate - undefined
Banking and Operations - Interbankers
Sekolah Menengah - undefined
Cheras Perdana
Skills
Office management
Accomplishments
- Communicated & Collaborated with the PRIME MINISTER'S DEPARTMENT
- Collaborated with MINISTRY OF SPORTS
Core Soft Skills
- Energetic & Enthusiastic
- Resourceful & Hardworking
- Team player who also work effectively alone
- Ability to work to tight deadlines
- Problem solving skills
Timeline
HR Officer
TheLorry Online Sdn Bhd
01.2019 - 01.2021
Executive Assistant to Regional Head
AXA SHARED SERVICES SDN BHD
11.2017 - 01.2019
Personal Assistant to CEO
MELAKA INTERNATIONAL SCHOOL
10.2015 - 11.2017
Project Officer (Contract)
TRANSPARENCY INTERNATIONAL MALAYSIA (NGO)
11.2014 - 10.2015
Finance, Admin & Human Resource Leader
MALAYSIAN CARE (NGO)
10.2013 - 11.2014
Human Resource Executive
VALESERVE MALAYSIA
05.2011 - 06.2013
HR Contract Administrator
ADECCO PERSSONEL SDN BHD
07.2010 - 05.2011
PROJECT ANALYST CUM HR ASSISTANT (Contract)
THE WORLD SPORTS BOOK OF RECORDS
07.2009 - 07.2010
SENIOR ADMIN EXECUTIVE
ALICE GEORGE COMMUNICATION
02.2008 - 06.2009
Receptionist /Administrative Assistant
WEBER SHANDWICK WORLDWIDE
07.2005 - 01.2008
Professional Certificate - undefined
Human Resource Management - MIHRM
Certificate - undefined
Banking and Operations - Interbankers
Sekolah Menengah - undefined
Cheras Perdana
Advance Diploma - Counseling Psychology
Counseling Psychology
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