Office & Administration Manager

ESTILO MEDIA PLT; Kuala Lumpur; On-site; MYR 150,000 - 200,000; Full time

Job summary

A media company in Kuala Lumpur is seeking an experienced Admin / Office Manager to oversee daily operations and provide administrative support to management and teams. The ideal candidate will have at least 3 years of experience in office management, ensuring smooth operations, effective communication, and organized documentation. This position requires proficiency in office software and strong organisational skills. Join us to enhance our internal processes and support our business activities effectively.

Qualifications

• Minimum 3 years of experience in an administrative or office management role.
• Experience in a professional services, media, or corporate environment is an advantage.
• Experience supporting management and cross-functional teams is preferred.

Responsibilities

• Manage daily office operations to ensure efficiency.
• Provide administrative support to management and team members.
• Schedule and coordinate internal meetings.
• Maintain organised filing systems for documentation.
• Assist with HR administrative functions like attendance tracking.

Skills

Organisational skills

Communication

Attention to detail

Proficiency in office software

Education

Diploma or Bachelor’s Degree in Business Administration or Office Management

Job description

The Admin / Office Manager will manage and coordinate:

• General office administration and daily operations
• Administrative support for management and project teams
• Office facilities, supplies, and vendor coordination
• Documentation, records management, and internal coordination

The role ensures smooth internal operations and provides administrative structure to support business activities.

1. Office Administration & Operations

• Oversee daily office operations to ensure the office runs smoothly and efficiently.
• Manage office supplies, equipment, and facilities, including procurement and inventory tracking.
• Coordinate with service providers, vendors, and building management as required.
• Ensure office policies and procedures are followed consistently.

2. Administrative & Management Support

• Provide administrative support to management and team members, including scheduling, correspondence, and documentation.
• Coordinate meetings, appointments, and internal schedules.
• Prepare, organise, and maintain administrative documents, letters, and records.

3. Meetings, Coordination & Communication

• Schedule and coordinate regular internal meetings (daily, weekly, or as required).
• Prepare meeting agendas, take minutes, and circulate action items and follow-ups.
• Support cross-team coordination by ensuring timely communication and information flow.

4. Documentation & Records Management

• Maintain organised and up-to-date filing systems (physical and digital).
• Manage contracts, administrative records, and confidential documents with discretion.
• Ensure proper documentation for audits, internal reviews, and management reference.

5. Finance & Administrative Coordination

• Support basic administrative finance tasks such as invoice tracking, payment follow-ups, and expense documentation.
• Coordinate with finance or external accountants on administrative and documentation matters.
• Track administrative budgets and office-related expenses.

6. HR & Staff Administration Support

• Support basic HR administrative functions such as attendance tracking, leave records, and staff documentation.
• Assist with onboarding and offboarding administration (documents, access, office orientation).
• Ensure staff records are maintained accurately and confidentially.

7. Compliance, Conduct & Professional Standards

• Ensure administrative processes comply with company policies and applicable regulations.
• Promote professional office conduct and adherence to internal procedures.
• Maintain confidentiality and professionalism in handling sensitive information.

Key Performance Expectations

• Smooth and efficient daily office operations.
• Accurate and timely administrative support to management and teams.
• Well-organised documentation and records.
• Clear and timely communication and coordination.
• Compliance with internal policies and procedures.
• Strong organisational and administrative skills.
• Clear written and verbal communication.
• Attention to detail and ability to manage multiple tasks.
• Discretion in handling confidential information.
• Proficiency in office software (email, documents, spreadsheets).

Qualifications & Experience

• Diploma or Bachelor’s Degree in Business Administration, Office Management, or a related field.
• Minimum 3 years of experience in an administrative or office management role.
• Experience supporting management and cross-functional teams is preferred.
• Experience in a professional services, media, or corporate environment is an advantage.

Work Relationships

Internal: Management, Operations, Finance, Project Teams

External: Vendors, service providers, building management, consultants

Additional Notes

• This role requires reliability, responsiveness, and a high level of organisation.
• Occasional after-hours support may be required during peak periods or key activities.