Job Description

1.1 To assist the Group Human Resources Manager or any other person(s) in handling all secretarial and administrative duties of the department. 1.2 To maintain and safeguard the confidentiality of the department at all times. 1.3 To be fully familiar and manage the Human Resources Management System database and its function. To fully responsible in the registration of new staff which includes i) preparing letters of offer and letter of employment, ii) allocation of new staff number, iii) opening of new punch card, iv) issuing of Hotel\xe2\x80\x99s items such as staff name tag, locker key, staff identification card, staff medical card and Hotel\xe2\x80\x99s employee handbook, v) opening of new personal staff file and create data in HRMS, vi) ensure that new staff provides complete personal data, vii) raise Employee Action Report (EAR), and submit for approval by HOD, AHRM & GM, viii) Forward duplicate copy of EAR to Finance Department with a copy of staff details (personal particulars, a copy of staff identification card and bank account number) for payroll purposes. 1.4 To ensure that the performance appraisals for new staff are carried out accordingly. To monitor and follow up appraisal submission on timely basis. 1.5 To monitor staff that are due for confirmation and prepare letter of confirmation or otherwise. 1.6 For staff that resigns / absconded / terminated & retired, prepare the necessary documents and ensure that the Hotel\xe2\x80\x99s items are returned. Update Finance by raising the Employee Action Report (EAR) for payroll purposes. Maintain proper filing system of ex-staff for future reference. 1.7 To coordinate, facilitate training sessions in human resources department and all training campaign for the hotel staff. 1.8 To prepare and organize the Quarterly Associates Gathering event. Assist Group Human Resources Manager on nominations and preparation of employee awards, certificates, poster, function room booking and event order, slides preparation and etc. 1.9 To organize, prepare and coordinate employee relations activities for the hotel staff on timely basis. 1.10 To attend to staff needs in a courteous and efficient manner at all times and to conduct oneself in a professional manner so as to encourage fellow colleagues to do likewise. 1.11 To be responsible in ensuring that all documents signed / forwarded by the Group Human Resources are distributed out carefully and accordingly so as to avoid any documents from being misplaced or misdirected. 1.12 Receives, open and distributes incoming mail/faxes/documents. 1.13 Set up and maintain a well-organized filing system where updated and accurate record can be retrieved quickly. 1.14 To arrange for appointments for the Group Human Resources Manager and update him/her accordingly. 1.15 Monthly attendance checking for all departments on monthly basis 1.16 To prepare Overtime Report and Partimers payment summary on monthly basis 1.17 To Prepare Trainee Allowance summary on monthly basis 2.0 Secondary Duties :- 2.1 Accepts and screens telephone calls and refer calls to others, where relevant. In a most courteous manner and in accordance with the Hotel\xe2\x80\x99s standard phrases. 2.2 Coordinate staff discount / complimentary stay for internal / external request 2.3 To update and maintain staff notice board in a proper manner. 2.4 To prepare staff birthday cards on monthly basis and to distribute accordingly. 2.5 Handling request for complementary stay / meal voucher from other organizations. 2.6 Maintain adequate stock supplies and initiates requisitions from the general store. 2.7 Liaise with Kitchen department in managing staff dining room matters ie. Updating menu on the notice board, purchase of cutleries, monitoring cleanliness, decorate during festive and etc. 2.8 Manage the staff locker rooms. Assign locker to new hire, collect key from resigned staff and maintain the locker listing status. To liaise with housekeeping on the cleanliness and raise maintenance request for repair work. To prepare notification poster on fumigation upon advise from housekeeping on monthly basis. 2.9 Performs other duties that may be assigned by the Group Human Resources Manager on ad-hoc basis.
8 KIA PENG SUITES IS A BRAND NEW SERVICED RESIDENCE IN KUALA LUMPUR.
Diploma / Advanced Diploma / Higher Graduate Diploma / DVM / DKM Level 4 / DLKM Level 5