Manager / Assistant Manager, Admin

Baker Tilly; Kuala Lumpur; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading professional services firm in Kuala Lumpur is seeking a qualified candidate to manage a multidisciplinary administrative team. The role involves overseeing document center operations, managing licensing and registration, and ensuring compliance with regulatory standards. Candidates should have a recognized degree in business or administration, along with at least 6 years of relevant experience, including supervisory responsibilities. Excellent people management and communication skills are essential.

Qualifications

• At least 6 years of experience in administrative management or operations, with 3 years in a managerial role.
• Prior experience in an audit firm or professional services is preferred.
• Ability to handle sensitive information with discretion.

Responsibilities

• Oversee and manage a multidisciplinary administrative team.
• Implement SOPs to ensure consistency and efficiency.
• Monitor team performance to meet priorities.
• Supervise daily document center operations.
• Manage licensing and registration activities.
• Ensure compliance with regulatory requirements.

Skills

People management

Interpersonal communication

Detail-oriented

MS Office proficiency

Education

Recognized degree in business/administration

Tools

Billing tools

Job description

Oversee and manage a multidisciplinary administrative team covering licensing and registration, billing and document center.

Develop and implement Standard Operating Procedures (SOPs) to ensure consistency, efficiency and compliance across the administrative functions.

Monitor team performance and allocate resources effectively to meet audit groups and firm-wide priorities.

Conduct regular team meetings, discussions, performance reviews and staff training to build capability and accountability.

Identify opportunities for process improvement and drive initiatives to streamline operations and enhance productivity.

Document center oversight

Supervise daily document center operations, including timely and accurate printing and binding of audited financial statements, as well as filing, packing, and movement of archived files.

Monitor file archiving processes, including timely lockdown, submission of hardcopy files to the document center, transfer of files to warehouse, annual destruction cycles and retrieval requests.

Ensure document management practices comply with internal controls, audit standards, and regulatory requirements.

Ensure proper segregation of duties and accuracy of documentation in the document center.

Licensing and registration management

Oversee the preparation, approval, submission and renewal of all firm and license-holder registrations and licenses.

Manage the preparation and submission of information to the network’s international office, including referral reporting, Management Information System (MIS) data, International Accounting Bulletin (IAB) survey responses and Independence Database updates.

Ensure full compliance with all regulatory and statutory requirements.

Maintain up-to-date records, databases and reporting systems for all licensing activities.

Liaise with authorities, regulatory bodies and internal departments to ensure smooth coordination of licensing matters and compilation of information required.

Keep management informed of upcoming renewals, compliance obligations and any regulatory updates.

Billing administration

Supervise billing personnel to ensure accurate, timely and compliant issuance of client invoices and internal chargebacks.

Monitor billing and credit note request turnaround time to ensure adherence to service standards and client expectations.

Review CTOS listing and delisting exercises performed to maintain up-to-date and accurate client credit status.

Coordinate with the Finance team to support invoice verification for courier and file storage services, bank confirmation and company data purchases for payment processing purposes.

Implement controls to minimise billing errors, ensure data integrity and maintain compliance with firm policies.

Job Requirements

• A recognized degree in any major business/administration disciplines.
• At least 6 years of working experience in administrative management, operations, or audit support functions, with at least 3 years in a supervisory/managerial role.
• Prior experience in an audit firm or professional services environment strongly preferred.
• Proficiency in MS Office with experience in billing tools and processes is a plus.
• Possess strong people management, interpersonal and communication skills.
• Detail-oriented, demonstrating a high level of accuracy and accountability, organised, proactive and equipped with a solution-focused mindset.
• Ability to handle sensitive and confidential information with discretion.
• Willingness to undertake ad-hoc assignments and projects as needed.