Head of Shared Services

EPF Malaysia; Petaling Jaya; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading Malaysian organization is seeking a Head of Shared Services to oversee administrative support services, ensuring operational efficiency and compliance. The role entails budget management, coordination of HR policies, and providing comprehensive administrative support for various events. Candidates must possess a Bachelor's Degree in Business Administration, be Malaysian citizens, and have strong leadership and communication skills. Fresh graduates are encouraged to apply.

Qualifications

• Malaysian citizen required.
• Pass Malay Language at SPM level required.
• Under 2 years of experience preferred.

Responsibilities

• Lead and coordinate administrative support services.
• Prepare the branch’s annual budget proposal.
• Organize and maintain confidentiality of records.
• Administer HR functions and ensure policy adherence.

Skills

Attention to detail

Computer proficiency

Critical thinking

Leadership

Decision making

Communication skills

Time management

Education

Bachelor’s Degree in Business Administration or Management

Job description

JOB SUMMARY

Reporting directly to the Head of Branch, the Head of Shared Services is responsible for leading and coordinating the entire range of administrative support services to ensure the branch operates with efficiency, consistency, and compliance. This includes managing functions such as Administration & Finance, Human Capital, IT Support, Procurement, Property Management, Performance Appraisal, Safety & Risk, Training, and other support-related areas.

JOB RESPONSIBILITIES

1. Prepare the branch’s annual budget proposal; monitor expenditures and forecast future spending, ensuring alignment with budgetary controls and taking corrective actions as required.
2. Serve as the primary liaison on administrative matters with internal stakeholders, vendors, and relevant departments.
3. Organize and maintain the confidentiality, record of files and ensure the filing system is up-to-date.
4. Ensure the branch personnel KPI and Job Description (JD) documents are updated and well-kept/recorded.
5. Provide end-to-end administrative support for internal and external events, meetings, visits, and programs, including logistics coordination and on-site assistance.
6. Coordinate travel arrangements, handle related logistics and accommodations for branch personnel that involve out-of-office official work.
7. Administer human resource-related functions at the branch level and ensure adherence to HR policies and procedures.
8. Coordinate and facilitate the performance appraisal process for the branch personnel based on guidelines set by HR.
9. Monitor staff participation in training and development activities, ensuring alignment with the Branch Learning & Development Plan.
10. Ensure adequate levels of office supplies are available at all times and office equipment is well maintained for branch operations.
11. Maintain and update branch’s asset inventories listing as and when necessary.
12. Carry and perform ad-hoc tasks according to branch’s needs or as per Management instructions from time to time, in accordance with the latest work procedures and policies.

JOB REQUIREMENTS

• Malaysian citizen
• Pass Malay Language including oral test at Sijil Pelajaran Malaysia (SPM) level
• Possess a Bachelor’s Degree in Business Administration, Management or other related areas
• Below two (2) years of experience in related fields
• Fresh graduates are encouraged to apply
• Attention to detail, computer proficient and critical thinking skills
• Excellent leadership, decision making and communication skills (verbal & written)
• Able to multi-task and has good time management skills

PLACEMENT

Peninsular Malaysia

JOB STATUS

Permanent/Contract All applications are strictly CONFIDENTIAL and only shortlisted candidates will be called in for interview. Applications are deemed UNSUCCESSFUL if there is no feedback from the EPF 2 MONTHS after the closing date of the advertisement.