Administration and Finance Executive

Private Advertiser; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Private Advertiser in Kuala Lumpur seeks an Administration and Finance Executive to manage finance, HR, payroll, procurement and general administration. You will handle budgeting, reporting, payroll submissions, statutory contributions and vendor coordination.

Experience in NGOs or corporate secretariat is a plus, with strong Excel and organizational skills. The role involves supporting meetings and events, maintaining confidential records, and ensuring accuracy in financial and administrative

Qualifications

• Diploma or Bachelor’s degree in Accounting, Finance, or related discipline.
• Minimum three years of relevant experience in finance, accounting, payroll or administration.
• Familiarity with Malaysian payroll and statutory requirements (EPF, SOCSO, EIS, PCB/MTD).
• Experience in NGO, association, chamber of commerce, or corporate secretariat preferred.
• Proficient in Excel and accounting software.

Responsibilities

• Manage day-to-day finance and accounting operations, including bookkeeping, transactions, budgeting and reporting.
• Liaise with external auditors, banks and service providers.
• Administer monthly payroll and statutory contributions, maintaining records.
• Procurement, office supplies, asset management and vendor coordination.
• Prepare event budgets, expenditure trackers and financial reconciliations.
• Support meetings and secretarial tasks for AGMs and board meetings.

Skills

Accounting software

Payroll systems

Microsoft Excel

Communication

Time management

Education

Diploma or Bachelor’s degree in Accounting, Finance, Business Administration

Tools

Payroll software

Financial software

Job description

Position Title: Administration and Finance Executive

Reports To: Executive Secretary / General Manager

Employment Type: Full-time

Minimum Experience: Three (3) years of relevant working experience

2. Job Purpose

To manage the organisation's human resources administration, finance and accounting operations, statutory contributions, procurement and general administrative functions, ensuring that the organisation's internal operations are conducted accurately, efficiently and in accordance with applicable requirements and internal procedures. The position also provides administrative and logistical support for organisational meetings, conferences and events, working collaboratively for smooth function of the organisation.

3. Key Responsibilities

A. Finance and Accounting

Manage day-to-day finance and accounting operations, including bookkeeping, transaction recording and maintenance of financial records, and all ensuing accounting involved for, payments, petty cash, yearly budgets, monitor/track budget utilisation, and management reports as required.

Liaise with external auditors, banks and other relevant service providers.

Maintain an orderly filing system for invoices, receipts, payment records, contracts and other financial documentation.

B. Human Resources and Payroll Administration

Administer monthly payroll, and coordinate statutory contributions and deductions, including EPF, SOCSO, EIS and PCB/MTD, ensuring that submissions and payments are completed within applicable deadlines.

Maintain employee records, employment documentation, leave records and other personnel information.

Maintain records relating to staff attendance, leave entitlements and other employment matters, in accordance with organisational policies.

Maintain strict confidentiality when handling salary information, personal data and employee records.

C. Procurement and General Office Administration

Manage office supplies, stationery, equipment and other routine operational requirements.

Obtain quotations, prepare price comparisons and coordinate procurement in accordance with approved procedures.

Maintain supplier records and coordinate the delivery of goods and services.

Liaise with service providers regarding office maintenance, equipment, utilities and other operational matters.

Maintain the office asset register, including records of acquisitions, assignments, transfers and disposals.

Maintain insurance records, monitor renewal dates and coordinate the provision of supporting documents for renewals or claims.

Coordinate basic office IT and equipment administration with relevant service providers, where required.

D. Event Budgeting and Financial Administration

Work to prepare event cost estimates and financial plans.

Maintain event expenditure trackers and monitor spending against approved budgets.

Obtain and compare quotations for venues, printing, catering, equipment and other event-related requirements.

Process approved event-related payments and maintain supporting financial documentation.

Prepare post-event expenditure summaries and assist with financial reconciliation.

E. Shared Secretariat, Meeting and Event Support

Assist in preparing meeting papers, printing documents, collating materials and maintaining meeting records.

Support the preparation of conference materials, including name tags, lanyards, programmes and other participant materials.

Assist with venue arrangements, supplier coordination and event logistics when required.

Provide administrative and logistical support for AGMs, Board and EXCO meetings, subsidiary meetings, annual conferences and other organisational activities.

Coordinate the administrative requirements of events with the team, while supporting the team on programme-specific activities.

Undertake other related administrative duties as assigned.

4. Authority and Accountability

Responsible for the accurate and timely execution of assigned HR, finance, accounting and administrative processes.

PERSON SPECIFICATION

5. Qualifications and Experience

Diploma or Bachelor's degree in Accounting, Finance, Business Administration, Human Resource Management or a related discipline.

Minimum three (3) years of relevant working experience in finance, accounting, payroll, HR administration or general administration.

Practical familiarity with Malaysian payroll administration and statutory requirements, including EPF, SOCSO, EIS and PCB/MTD.

Experience handling financial documentation, invoices, payments, records and administrative processes.

Experience in an NGO, association, chamber of commerce, membership-based organisation or corporate secretariat.

Experience coordinating with external accountants, auditors, banks and statutory authorities.

Experience with bookkeeping, bank reconciliation, budget monitoring and preparation of financial summaries.

Familiarity with procurement, insurance administration, asset management and audit preparation.

7. Technical Skills

Proficiency in Microsoft Excel, Word and other standard office applications.

Familiarity with accounting software, payroll systems and digital document management.

Good organisational skills and attention to detail.

8. Personal Attributes and Competencies

High integrity and trustworthiness, particularly in handling financial and confidential information.

Strong attention to detail and commitment to accuracy.

Good organisational, planning and time-management skills.

Ability to work independently on routine responsibilities and seek guidance when appropriate.

Clear written and verbal communication skills.

Ability to coordinate effectively with colleagues, suppliers, service providers and senior stakeholders.

Ability to remain organised and dependable during busy periods, particularly around payroll deadlines, audits, AGMs and major events.

Willingness to provide reasonable administrative and event support beyond routine office tasks when required.