Human Resources Administrative Assistant

Company: Outright BPO Services Sdn Bhd (OBS) Sri Lanka
Department: Human Resources & Administration
Reporting to: HR & Administrative Executive
Employment Type: Contract / Full-time/ Remote
Location: Sri Lanka
1. Job Purpose
To provide administrative and HR support to the HR & Administration department, ensuring the smooth coordination of day-to-day HR activities, accurate maintenance of employee records, timely completion of documentation, and effective support for recruitment, onboarding, employee engagement, and other HR-related processes.
2. Key Responsibilities
A. Recruitment & Selection
Assist with posting job advertisements on LinkedIn, job portals, and other recruitment platforms.
Screen CVs against basic job requirements and maintain a candidate database.
Coordinate interviews with candidates and relevant hiring managers.
Communicate interview schedules and follow up with candidates.
Assist with preparing interview documents, assessment sheets, and recruitment reports.
Follow up on candidate feedback and recruitment progress.
B. Employee Onboarding & Offboarding
Assist in preparing offer letters, employment contracts, onboarding documents, and checklists.
Coordinate the collection of employee documents and ensure records are complete.
Assist with induction arrangements and new employee orientation.
Maintain onboarding and offboarding checklists.
Coordinate the return of company assets and completion of exit documentation.
C. Employee Records & HR Documentation
Maintain and update employee personal files, HR databases, and Excel trackers.
Assist with preparing employment confirmation letters, probation review reminders, renewal letters, and other HR correspondence.
Track probation periods, contract expiry dates, performance reviews, and other important HR deadlines.
Maintain leave records and assist with attendance tracking.
Ensure employee information and HR documents are handled confidentially.
D. Attendance, Leave & Payroll Support
Assist in compiling attendance and leave information for review.
Follow up on missing attendance records, leave forms, and approvals.
Assist in preparing monthly payroll input summaries for review by the responsible person.
Maintain accurate records of approved leave, unpaid leave, and other relevant payroll inputs.
Coordinate with the Finance team when required.
E. Learning & Development
Coordinate training schedules, invitations, and attendance records.
Maintain training records and employee learning trackers.
Assist with probation training plans and training feedback forms.
Follow up on assigned training activities and completion deadlines.
F. General Administration
Assist with maintaining office records, stationery inventories, and administrative documents.
Support the preparation of internal announcements, employee communications, and meeting arrangements.
Assist with employee engagement activities, celebrations, and company events.
Maintain office and employee-related trackers and filing systems.
Perform other HR and administrative duties assigned by the reporting manager and update their calendar
3. Qualifications & Requirements
Currently pursuing or recently completed a diploma or qualification in Human Resource Management, Business Administration, or a related field.
Basic knowledge of HR practices and administrative procedures is an advantage.
Good working knowledge of Microsoft Excel, Word, Outlook, and other office applications.
Strong organizational skills and attention to detail.
Good written and verbal communication skills in English.
Ability to maintain confidentiality and handle sensitive employee information responsibly.
Willingness to learn, take initiative, and follow instructions.
Ability to manage multiple tasks and meet deadlines.
A positive attitude, professional conduct, and a team-oriented approach.
4. Key Competencies
Attention to detail and accuracy
Planning and organizational skills
Communication and coordination
Confidentiality and professionalism
Time management and follow-up
Willingness to learn
Accountability and reliability
Ability to work independently with appropriate guidance
5. Performance Expectations
The successful candidate will be expected to:
Maintain accurate and up-to-date HR records.
Complete assigned documentation and administrative tasks within agreed deadlines.
Coordinate interviews and HR activities efficiently.
Ensure timely follow-up on pending documents, approvals, and HR deadlines.
Handle employee information with strict confidentiality.
Demonstrate continuous learning and increasing independence in handling assigned responsibilities.
· This job requires to follow Malaysian public Holiday & working hours.
· The candidate may be required to perform job related tasks other than those specifically presented in
this job description.
· This job description is subject to regular review.
Please apply with your latest CV with the subject of "Human Resources Administrative Assistant" including candidates’ photo to: linshima.loren@outrightbposervices.com

Work arrangement
Yes