Overview
Admin Executive – Training & Claims Coordinator Jobs in Petaling Jaya, Selangor, Malaysia at Malaysia HR Forum
Title: Admin Executive – Training & Claims Coordinator
Company: Malaysia HR Forum
Location: Petaling Jaya, Selangor, Malaysia
Job Title: Admin Executive – Training & Claims Coordinator
Employment Type: Full-Time
Location: Petaling Jaya ( Office Based)
Overview
The Admin Executive will oversee the administrative and operational workflows related to HRD Corp. This role requires close liaison with internal trainers, corporate clients, and HRD Corp officers to ensure all grant applications, training setups, and post-training claims are accurate, compliant, and submitted within established deadlines. Candidates with prior experience handling HRD Corp claims from the employee/employer side will have a strong advantage, as they will already understand the claims process, documentation requirements, and common pitfalls from a claimant's perspective.
Key Responsibilities
1. Grant & Claim Submissions
• Grant Application: Manage the submission of grant applications (e.g. SBL-Khas) via the HRD Corp eTRIS Portal prior to training commencement.
• Claim Submission: Compile and submit training claims to HRD Corp after course completion.
• SBL-Khas Compliance: Ensure SBL-Khas claims are submitted into the system before the participating employer processes their own claims.
• Invoice Generation: Issue accurate invoices addressed to HRD Corp, ensuring training dates, employer names, and SST numbers are correctly stated.
2. Documentation & Compliance
• JD/14 Form: Facilitate completion of the JD/14 Form (approved by manager level and above) and submit it to the employer for declaration upon training completion.
• T3 Form & Attendance: Ensure hardcopy or electronic T3 forms are filled out and signed by trainees daily. For remote/online learning, verify system-generated time logs and attendance reports.
• Document Verification: Scrutinise all supporting documents to ensure they meet HRD Corp standards.
3. System Management & Reporting
• Portal Management: Regularly monitor the HRD Corp Support Centre for process updates and maintain an organised database of all training provider records, accreditation certificates, and course schedules.
• Follow-ups: Coordinate with employers to declare submissions and follow up with HRD Corp officers regarding pending claim approvals.
Requirements
• Diploma or Degree in Human Resources, Business Administration, or a related field.
• Minimum 1-2 years of experience in an HR admin, training coordination, or claims-related role.
• Prior hands-on experience with HRD Corp/HRDF claims is required; experience on the employee/employer (claimant) side is a strong advantage, bringing first-hand familiarity with the eTRIS portal, JD/14 and T3 forms, and submission timelines.
• Working knowledge of HRD Corp schemes and guidelines (e.g. SBL-Khas), claimable items, invoicing requirements (SST, employer details), and levy mechanisms.
• Highly organised, detail-oriented, and able to manage multiple submission deadlines.
• Good communication skills for liaising with trainers, corporate clients, and HRD Corp officers.
• Proficient in Microsoft Office (Excel, Word); comfortable navigating online portals and systems.
What We Offer
• Competitive salary commensurate with experience.
• Structured, process-driven role with clear ownership of the HRD Corp claims function.
