EXT- Receptionist Cum Finance Administrative Assistant

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

Job summary

A leading pharmaceutical company in Kuala Lumpur seeks a Receptionist Cum Finance Administrative Assistant to manage front desk operations, oversee facilities management, and support financial administration. The ideal candidate will have a Bachelor's Degree or Diploma in Business Administration and at least 1 year of relevant experience. Strong organizational skills and the ability to multi-task are essential for this role.

Qualifications

• Minimum 1 year of management/administration experience.
• Knowledge of the Prescription Medicine/pharmaceutical industry is desirable.
• Strong organization and follow-through skills.

Responsibilities

• Manage all front desk operations and service inquiries.
• Oversee Facilities Management and compliance.
• Execute administrative services for Finance and Admin Department.

Skills

Organizational skills

Ability to multi-task

Problem-solving

Knowledge of office management

Attention to detail

Education

Bachelor's Degree or Diploma in Business Administration

Job description

Press Tab to Move to Skip to Content Link

EXT- Receptionist Cum Finance Administrative Assistant

The Position

Are you someone who enjoys creating a well-organized and welcoming workplace? We’re looking for an Office & Facilities Coordinator to support front desk operations, manage daily office activities, and help maintain a safe, efficient, and professional environment. This role also includes providing administrative support for our security systems in the Malaysia office.

Tasks & Responsibilities:

1. Manage all front desk operations, (answering phone calls, handling mail and courier services, meeting room booking, making orders and distributing business cards and stationery)
2. Execute administrative services for Finance and Admin Department
3. Oversee Facilities Management, which involves developing and implementing maintenance schedules, managing repair work, ensuring all facilities are in excellent condition, and complying with local regulations and safety standards
4. Manage consistent selection of pantry and office supplies and order refill on‑time delivery
5. Arrange schedule (together with GFE Manager) for hard services & soft services and follow up with report from vendors
6. Monthly EHS inspection together with GFE manager (Fire Extinguisher, any hazards, and other office features)
7. Security admin role in Malaysia (visitor registration, new employee registration, access control maintenance)
8. Support the team (if needed) for organize events.
9. Perform role as finance admin for Finance and GFE by issuing PO/PR to achieve good S2P process and ensure to sourcing compliance guideline for open PO’s and GR. Prepare accrual report for finance planning as required
10. Perform ad hoc task or project required.

About our future employee

• Bachelor's Degree or Diploma in Business Administration (preferred) or Professional Training
• Minimum 1 year of management/administration experience; Project management background is a plus
• Knowledge of the Prescription Medicine/pharmaceutical industry is desirable
• Ability to work well under pressure and multi‑task with frequent interruptions and changing priorities
• Strong organization and follow through skills
• Meticulous and organized; Able to meet multiple deadlines with excellence
• Able to work independently, analytical and problem‑solve for issues
• Agility & flexibility to manage multiple priorities
• Pro‑active and able to deliver tasks with a sense of urgency
• Should be well‑versed in overall office management, technical tools and software applications