Admin Executive

SEPA DENTAL SDN. BHD.; Petaling Jaya; On-site; MYR 28,000 - 42,000; Full time

Job summary

SEPA DENTAL SDN. BHD. is seeking a versatile HR/Finance Assistant to maintain staff records, process payroll data, assist recruitment, and support licensing renewals for a busy dental clinic in Malaysia.

You will track training and performance, update HR policies, manage vendor payments, and prepare simple financial reports. The role requires strong organisational skills and attention to detail.

Qualifications

• Experience in HR administration, payroll processing, and recruitment lifecycle.
• Knowledge of HR policies, staff handbook, and compliance processes.
• Ability to track licences, training, and performance reviews.
• Experience with basic accounting tasks, invoicing, and vendor payments.

Responsibilities

• Maintain and update staff records: attendance, leave, MCs, licences.
• Prepare payroll data and assist with salary disbursement.
• Assist with recruitment: job postings, interviews, onboarding docs.
• Track staff training and licence renewals; support performance reviews.
• Manage HR policies and staff handbook updates.
• Record daily sales and reconcile with POS and payment systems.
• Prepare simple monthly financial reports: income, expenses, petty cash.
• Manage vendor payments and ensure timely bill settlements.
• Track invoices, claims, and receipts; liaise with accountants.
• Handle filing, digital and physical documents; organize SOPs.
• Coordinate with IT and support vendors; maintain office equipment.
• Track stock levels; process supplier purchases; keep records for accounting.
• Support management with data entry, report prep, and scheduling.
• Assist with clinic licence renewals, MOH documentation; run errands.
• Organize staff events and participation; support audits as needed.

Skills

Payroll processing

Recruitment

HR policies

Finance & accounting

Vendor management

Office administration

Record keeping

Tools

POS Systems

MS Office

Job description

Maintain and update staff records, including attendance, leave, MCs, and licences

Prepare payroll data and assist with salary disbursement

Assist with recruitment, including job posting, scheduling interviews, and onboarding paperwork

Track staff training, licence renewals (APC, CPD, etc.), and performance reviews

Manage and update HR policies and the staff handbook

Accounting & Finance Support

Record daily sales and reconcile them against POS and payment systems

Prepare simple monthly financial reports covering income, expenses, and petty cash

Manage vendor payments and make sure bills are settled on time

Track invoices, claims, and receipts for accounting purposes

Liaise with external accountants or bookkeepers for monthly closing

Administrative & Office Management

Handle filing and documentation, both softcopy and hardcopy

Maintain and organise digital folders, clinic SOPs, and operational manuals

Make sure office equipment such as printers and stationery is working and stocked

Coordinate with IT and support vendors when needed

Inventory & Procurement

Help track stock levels of dental, office, and pantry supplies

Communicate with suppliers and process purchase orders

Keep records of purchases and deliveries for accounting

Ad Hoc & Support Tasks

Support management with data entry, report preparation, and scheduling

Assist with clinic licence renewal, insurance claims, and MOH documentation

Run errands such as bank, post office, and purchase collection

Help organise staff events, meetings, and celebrations

Provide support during audits and inspections when required