Admin executive(Japanese speaker)

PERSOL; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A company in the service sector based in Kuala Lumpur is seeking an organized and proactive Administrator. You will manage accounting document verification, support store operations, handle staff attendance, and assist in hiring processes. Ideal candidates will have experience in administrative positions within small to medium enterprises and possess strong multi-tasking abilities. Your role includes document organization and basic communication tasks, with no accounting knowledge required.

Qualifications

• Experience in administrative roles, especially in small and medium enterprises.
• Ability to handle multiple tasks and stay organized.
• No accounting knowledge required, focus on document management.

Responsibilities

• Collect and verify accounting documents.
• Manage store staff attendance data and personal information.
• Support onboarding and offboarding procedures.
• Conduct market research on food industry trends.

Skills

Multi-tasking

Document organization

Communication skills

Basic computer skills

Tools

Dropbox

Attendance system (Infotech)

Job description

Responsibilities

• Collect accounting documents (Tax Invoices, Delivery Note, Purchase Order, receipts, etc.) from stores and verify that all amounts and quantities match
• Scan accounting documents and store them in the shared Dropbox with the accounting firm (PHX)
• File accounting documents
• Request PHX to process urgent payment matters
• Collect SOA from each supplier and store them in Dropbox
• Respond to inquiries from suppliers
• Download and file Daily Sales Reports and Tax Invoices from delivery platforms (Grab, FoodPanda)
• Edit delivery companies’ Sales Reports and submit monthly reports to the landlord (MFBBCC)
• Check petty cash logs prepared by store managers against receipts, scan receipts, and store them in Dropbox

※Main account job is outsourced.

Store Support

General support duties to ensure smooth store operations

• Create product price cards
• Create POP (Point of Purchase advertising) materials
• Procure store supplies and equipment
• Update Facebook data
• Request the landlord (MFBBCC) to register monthly new product data into the POS system
• Prepare store change money (exchange into small denominations at the bank)

Note: May be required to work at stores 1–2 times per week.

Note: Work involves moving between the office and stores, not staying in the office all day.

Management of store staff attendance data

• Register shift patterns for the following month in the attendance system (Infotech) at the end of each month
• Check attendance data weekly and make corrections as necessary
• Register annual leave (AL) in the system
• Download one month of attendance data on the 1st of each month, check lateness, overtime, and leave details, and submit to PHX
• Register and deactivate basic data for new hires and resigning employees in the attendance system

Management of Staff Personal Information

• Update staff lists
• Collect leave applications, medical certificates, and medical receipts from stores and file them
• Verify that sick leave (SL) applications match the dates on medical certificates and medical receipts
• File other HR-related documents

Staff Information Management

Support for onboarding and offboarding procedures

Onboarding

• Arrange landlord access cards, hygiene training, and typhoid vaccination appointments
• Distribute uniforms, locker keys, and landlord access cards, and prepare acknowledgment forms

Offboarding

• Collect uniforms, locker keys, and landlord access cards, and prepare acknowledgment forms

License Renewal

Support for acquisition and renewal of company licenses

• Renew business licenses, signboard licenses, fire extinguisher (BOMBA) licenses, and MiniOne scale licenses
• Prepare documents required for WRT, ESD, and secondment EP renewals in accordance with PHX guidelines

Contract Renewal & Management

Support for renewal of various contracts

• Request quotations one month before contract expiration for insurance and serviced office contracts
• Compare and verify prices and conditions, report to supervisors, and obtain approval
• Provide interpretation and translation support in Japanese, English, and Malay

Support for Expatriates

Japanese interpretation and support

• Translate head office training manuals
• Provide life infrastructure support for expatriates (overall living environment setup)
• Liaise with HR at the Japan head office

Market Research

• Research trends in the Malaysian food industry and collect information on competitors
• Research popular restaurant rankings and popular menu items in the food service industry
• Research service offerings of popular stores (point systems, membership benefits, etc.)

MUST TO HAVE

• experience of handling multiple tasks at Small and medium-sized companies
• At least few years of Admin experience
• (No accounting knowledge is required. The main tasks involve checking numbers on documents and organizing paperwork.)