Job Summary
A role for someone who moves fast, thinks independently, and handles pressure without breaking. You will be an important part of our client-facing team - serving as the first-tier frontline that clients and their staff reach first. If you are meticulous, resilient, and already know how to do the work, we want to hear from you.
EXPERIENCE REQUIRED (All criteria are mandatory. There are no exceptions)
01. Event and programme support experience. You have been directly involved in coordinating company events and programmes — handling logistics, scheduling, documentation, and post-event administration. You have supported a programme lead or secretary and you understand what end-to-end coordination looks like from the inside.
02. Stakeholder communication at all levels. You are comfortable communicating with people at all levels — including government departments and senior officials — whether in person, over email, or by phone. You may have attended such meetings in a support or accompanying capacity. You carry yourself professionally in any room and you know how to represent the company well.
03. Payroll knowledge — minimum 1 year exposure. You understand the full payroll cycle — what happens before, during, and after. You can identify discrepancies, prepare payroll inputs, and support the PIC in processing and verifying payroll accurately. You are confident enough to answer basic payroll queries from client staff and flag anything that needs escalation.
04. Payroll system experience — not Excel. You have worked with a dedicated payroll system or HRMS, even in an assistant or data-entry capacity. You are comfortable navigating payroll systems and you do not rely solely on spreadsheets.
05. Statutory compliance: EPF, SOCSO, LHDN and HRDF. You have hands-on exposure to statutory submissions — whether by preparing, checking, or assisting in the submission process. You understand the contribution rates, deadlines, and basic compliance requirements well enough to support the PIC and catch errors before they become issues.
06. Active use of AI tools in daily work. You routinely use AI tools to improve the quality and efficiency of your work. Not occasionally — as a consistent part of how you operate.
07. Resilient to workplace toxicity. You are able to identify and filter out negative influences from colleagues or client staff without allowing it to affect your performance, professionalism, or character. You do not absorb the energy of a difficult environment.
08. Comfortable with operational change. You adapt well when processes, priorities, or structures shift as the company grows. You do not need a perfectly stable environment to produce great work.
09. Task prioritisation by urgency. You manage your own workload without being told what to prioritise. You know the difference between urgent and important, and you act accordingly.
PERSONALITY AND WORKING STYLE
01. Communicates well and reads the room. You enjoy talking to people. You know when to speak, when to listen, and when to interrupt. You are confident without being disrespectful.
02. You solve first, then escalate. You do not wait for your superior to fix your problems. You identify the solution, propose it, and seek approval or guidance. Your superior advises — they do not carry your problems.
03. Fast and precise. You work at pace without sacrificing accuracy. You hold yourself to a near-zero error standard — not because you were told to, but because it matters to you personally.
04. Genuinely enjoys dealing with people of all types. Difficult clients, demanding staff, ambiguous situations — you do not find this draining. You find it interesting.
05. Receives feedback well from all levels. You welcome correction from anyone — junior, peer, or senior. You treat feedback as a tool for growth, not a personal attack.
06. Highly self-motivated and mentally resilient. You do not break easily. You maintain composure and professionalism even when working with clients from high-pressure or challenging environments.
07. Comfortable with routine structure. Your working hours are fixed: Monday to Saturday, 8:00 am to 4:30 pm, with Sunday as your rest day. You are not looking for flexibility — you are comfortable with consistency and routine.
08. Thrives in a fast-paced environment. You enjoy moving quickly. A slow, low-volume environment would not suit you. You want to be where things are happening.
09. Meticulous. The details matter to you. You notice what others miss and you take care of the things others overlook.
MINIMUM EDUCATION
Degree level minimum in any of the following fields: Business Administration, Accounting, Finance, Engineering, or any other professional related field. Field of study is secondary -what you have done with your experience is what matters.
KEY RESPONSIBILITIES
A. HR Operations
→* Employee onboarding administration. *Coordinate all pre-joining documentation including personal data forms, bank account details, and statutory registration forms for EPF, SOCSO, and LHDN. Arrange IT access requests, conduct system onboarding for HERDHR and Airtable, set up employee profiles, and ensure all records are complete and accurate from day one.
→* Resignation and exit administration. *Coordinate the full clearance procedure including return of company assets, deactivation of system access, and completion of handover documentation and ensure all statutory obligations are fulfilled upon exit.
B. Client Support
→* First-tier client and staff inquiry management. *Serve as the first point of contact for all inbound client and client staff inquiries via Responder.io and email. Attend to queries promptly, provide accurate responses within your scope of knowledge, and escalate to the assigned PIC where the matter requires judgment, approval, or further advisory.
→* End-to-end service tracking. *Monitor and follow through on client service delivery including onboarding timelines, appraisal cycles, documentation flows, and exit processes — ensuring nothing falls through the cracks and all requests are logged accurately in Pipefy.
→* Issue triage and escalation. *Identify and document client issues early, assess urgency, coordinate with internal teams under PIC direction, and keep clients consistently updated throughout the resolution process.
→* System support and client education. *Support clients in understanding and using Peopleworks.ai tools including HERDHR, Airtable, and Pipefy. Conduct walkthroughs, live demonstrations, and produce supporting documentation for relevant HR processes.
→* Feedback collection and documentation. *Collect and record client feedback after key touchpoints. Flag patterns of dissatisfaction to the PIC and contribute to continuous improvement of service delivery workflows.
→* Governance and reporting compliance. *Ensure full compliance with all instructions, directives, and task assignments from the Reporting Officer, Management, and other authorised personnel. Undertake ad hoc assignments and cross-functional tasks as required.
NOTE: If you understand how payroll works end-to-end, you already know how to handle the majority of client and staff inquiries that come through this role. That foundation is what we are looking for.
Do not apply if you do not fully meet every experience and personality criterion listed above. Only apply if you have all the requirements stated.
This role is structured as a first-tier client support and HR operations assistant position.
Working Hours: 8:00 am–4:30 pm (Inclusive one (1) hour lunch break)
Working Days: Monday - Saturday
Rest Day: Sunday
Pay: RM2,500.00 - RM3,000.00 per month
Benefits:
Application Question(s):
Work Location: Remote
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