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- Office Operations:
- Manage office supplies, including inventory, procurement, and organization.
- Oversee the maintenance of office equipment and arrange for repairs as needed.
- Ensure the cleanliness and orderliness of the office environment.
- Administrative Support:
- Handle incoming and outgoing mail and packages.
- Coordinate office meetings, appointments, and conferences.
- Assist in preparing reports, presentations, and documents.
- Maintain office filing system, both physical and digital.
- Communication and Coordination:
- Answer and direct phone calls, emails, and other inquiries in a professional manner.
- Serve as the point of contact between departments and external vendors or clients.
- Coordinate and organize office events, meetings, and employee activities.
- Human Resources Support:
- Assist in the onboarding of new employees, including managing necessary documentation.
- Help with timekeeping and attendance records.
- Maintain employee records and assist with HR-related tasks.
- Financial and Budgeting Assistance:
- Assist with invoicing, processing expenses, and managing office budgets.
- Monitor and report on office-related financial activities, such as office supplies purchases.
- Invoice and Credit Note (CN) Management:
- Verify and process incoming invoices to ensure accuracy, proper documentation, and timely payment.
- Liaise with vendors and suppliers regarding invoice discrepancies, adjustments, and payment schedules.
- Prepare and issue credit notes (CN) for returns, refunds, or discrepancies.
- Maintain a record of all invoices, CNs, and payments for accounting and auditing purposes.
- Data Entry and Documentation:
- Input and update financial data into accounting software and databases.
- Ensure accurate and timely entry of all financial records, including invoices, payments, and transactions.
- Generate and maintain financial reports, assisting in data analysis for decision-making.
- Liaising with External Accountant:
- Coordinate with the external accountant to provide necessary financial documents, records, and reports.
- Assist the accountant with monthly/quarterly/yearly closing processes and audit preparations.
- Ensure that all financial documentation is up-to-date and in compliance with regulations.
- Health and Safety:
- Ensure the office complies with health and safety regulations.
- Manage first-aid kits and emergency supplies.
- Miscellaneous:
- Provide general administrative support to senior management and other teams as required.
- Handle any ad-hoc tasks and projects assigned by management.
Required Skills and Qualifications:
- Proven experience as an office administrator or in other relevant administrative roles.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and accounting software.
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Excellent communication and interpersonal skills, particularly in liaising with external parties.
- Knowledge of basic accounting practices and financial terminology.
- A proactive attitude with problem-solving capabilities.
Preferred Qualifications:
- Diploma or equivalent in business administration, accounting, or a related field.
- Experience in handling data entry, invoicing, and working with external accountants.
Job Types: Full-time, Permanent
Pay: RM1,700.00 - RM2,800.00 per month
Benefits:
- Maternity leave
- Opportunities for promotion
- Professional development
Schedule:
- Monday to Friday
Supplemental Pay:
- Overtime pay
- Yearly bonus
Language:
- Mandarin (Required)
Work Location: In person