Senior Executive, HR & Finance

Position: Office Manager/HR and Finance Manager Location: Kuala Lumpur Reports to: Director Type: Full-Time Job Summary: The Office Manager/HR and Finance Manager is responsible for overseeing the smooth and efficient operation of the office, as well as supporting Human Resources and finance functions and acting as a personal assistant to the Director. This role involves handling administrative tasks, managing office resources, and coordinating day-to-day operations. The Office Manager ensures a productive work environment and serves as the main point of contact for staff and external stakeholders. Office Administration • Oversee general office operations, including organizing office layout, ordering supplies, and maintaining cleanliness and functionality. • Manage the office budget, track expenses, and process invoices. • Maintain office equipment, arrange for repairs or servicing when necessary. • Manage incoming and outgoing mail, packages, and deliveries. Human Resources (HR) Support • Manage end-to-end monthly payroll processing, ensuring accuracy and timely payments. • Assist with HR functions such as recruitment, screening applicants, scheduling interviews, and managing candidate communication. • Maintain accurate and up-to-date employee records, updating HR databases with new hire and employee information. • Support the HR department with employee engagement initiatives, performance evaluations, and conflict resolution processes. • Serve as a point of contact for employees, addressing HR-related inquiries and providing administrative support. • Coordinate the onboarding process for new employees, setting up workstations, and providing necessary materials and resources. • Manage employee attendance records, coordinate vacation schedules, and track time-off requests. • Ensure compliance with company policies, procedures, and relevant labor laws. Finance Support • Assist the finance department with basic bookkeeping, invoice processing, and financial record-keeping. • Help prepare monthly financial reports, including budget tracking and expense reconciliation. • Coordinate with external accountants or auditors to ensure accurate financial reporting and compliance. • Manage petty cash and employee reimbursements, ensuring proper documentation and timely disbursement. Personal Assistant to Director • Provide comprehensive administrative support to the Director, including managing their calendar, scheduling appointments, and organizing internal and external meetings. • Handle confidential and sensitive information with the highest level of discretion and professionalism. • Assist the Director with travel arrangements, accommodation bookings, and preparing itineraries. • Manage the Director's expense reports, personal errands, and ad-hoc tasks as required. • Draft, prepare, and review reports, presentations, and correspondence on behalf of the Director. Vendor & Client Relations • Act as the primary point of contact for vendors, service providers, and building management, ensuring all office needs are met effectively. • Maintain strong relationships with key stakeholders, including contractors and office supply vendors, ensuring consistent communication and efficient service. • Negotiate and manage contracts with external vendors, monitoring performance to ensure quality and adherence to agreed terms. Qualifications: • Proven experience as an Office Manager, Administrative Assistant, or relevant role. • Strong organizational and multitasking abilities. • Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace). • Excellent verbal and written communication skills. • Ability to work independently and as part of a team. • Problem-solving attitude and attention to detail. Preferred Qualifications: • Bachelor’s degree in Business Administration, Office Management, HR, Finance or a related field. • Familiarity with basic HR functions and policies. • Experience as a personal assistant or executive assistant. • Knowledge of basic bookkeeping and budgeting. This job description outlines the general duties and responsibilities for this position. The employee may be required to perform other duties as assigned by their supervisor or the Director. This position is urgently needed, and candidates who are available to start immediately will be given preference.