Role Overview
We are seeking a reliable, efficient, and multi-tasking Executive to manage our daily accounting records, HR duties, general administration, and office operations. This position is perfect for a quick learner with an exceptional attitude who values a supportive environment over formal degrees. Everything is already organized, structured, and in place; your core responsibility will be to monitor, update, and input daily data. If you have a basic foundation in accounting and possess high integrity, we will provide comprehensive in-house training, step-by-step guidance, and continuous team support to ensure your success.
Summary of Responsibilities
- Accounts & Bookkeeping: Perform basic bookkeeping, input routine daily financial transactions, and update internal sheets.
- HR & Statutory Compliance: Manage payroll data and coordinate directly with statutory bodies including KWSP, LHDN, and PERKESO.
- Office & Admin Management: Oversee daily office operations, monitor administrative tasks, and keep communication channels organized.
- Data Management: Maintain, input, and update company records using existing Excel templates and manual logging systems.
- Client & Partner Liaison: Professionally correspond with overseas clients and external local partners.
Detailed Breakdown of Duties
Note: This list outlines the core functions of the role but is not exhaustive. Responsibilities may evolve, and you will have the opportunity to learn new workflows and handle ad-hoc operational tasks as needed.
Accounts & Bookkeeping Support
- Data logging: Update daily transactions in accounts payable (AP) and accounts receivable (AR).
- Reconciliation: Verify monthly bank statements against company accounting records and receipts.
- Claims tracking and processing: Review, verify, and disburse staff expense claims.
- Invoicing: Generate client invoices, track billing milestones, and send payment reminders.
HR & Payroll Support
- Payroll processing: Compute monthly salaries and deductions.
- Statutory contributions: Process and submit monthly EPF, SOCSO, EIS, and PCB payments accurately.
- Onboarding logistics: Prepare workstations, access cards, and welcome kits for new hires.
- Offboarding tracking: Coordinate exit checklists, return of company assets, and final salary calculations.
- Leave administration: Track staff annual leave, medical certificates (MC), and attendance records.
Client Liaison & Communication
- Client correspondence: Professionally manage email communications and routine inquiries from overseas clients.
- Partner coordination: Act as a reliable point of contact for external local business partners.
- Inbound screening: Screen incoming phone calls, manage corporate mail, and coordinate courier services.
Administrative & Office Management
- Data filing: Maintain digital and physical storage systems for corporate, employee personnel files, and financial records.
- Scheduling: Coordinate company calendars and arrange travel logistics.
- Inventory control: Monitor, order, and restock office supplies, stationery, and pantry goods.
- Vendor management: Coordinate with building management, cleaning services, and IT support technicians.
- Facilities upkeep: Schedule routine maintenance for office equipment, air conditioners, and security systems.
- Event execution: Set up logistics for staff meetings, team lunches, and internal company events.
- Growth & Ad-hoc support: Proactively manage new internal workflows and readily adapt to ad-hoc projects or daily problem-solving tasks as operations scale.
Job Requirements
- Language Proficiency: High proficiency in English (for overseas client communication) and Bahasa Malaysia (for statutory and government body interactions).
- Skills & Software: A basic understanding of bookkeeping or accounting principles is required.
- Experience Over Education: Practical work experience and a positive, proactive attitude are highly preferred over formal educational papers.
- Mindset & Core Values: High integrity to manage highly private and confidential company data.
- Work Style: Comfortable working with manual data-keeping methods (no heavy ERP systems; entirely Excel and manual sheets).
- Personality: A quick learner who is highly organized, adaptive, agile, and eager to pick up new processes.
Nice-to-Have Skills (Not Mandatory)
- Ability to speak Mandarin (to assist with our client based in China).
- Basic or beginner-level familiarity with AutoCount software.
