Office / Administration Manager

Hunters International; Petaling Jaya; On-site; MYR 67,000 - 112,000; Full time

Job summary

Hunters International seeks an Administration Manager to organize day-to-day operations in a senior role based in Petaling Jaya, Malaysia. The position covers clerical support to managers, coordination of daily activities, and ensuring smooth in-office operations across Southeast Asia.

The candidate should have 10+ years of relevant experience, a Diploma or Bachelor's in business/related fields, and strong English communication.

Qualifications

• Proven experience as an Administrator, Administrative Executive, Coordinator, or related role (min 10 years).
• Diploma or higher in Business Administration or related field.
• Proficiency in MS Office; Excel heavy reporting.
• Strong written and verbal English communication.

Responsibilities

• Handle administration duties including facilities, procurement, inventory, and office supplies.
• Oversee sales & service operations: PO processing, invoicing, and accounting records.
• Manage accounting tasks: bookkeeping, expenses, audits, and compliance with policies.
• Support HR: recruitment coordination, onboarding, attendance, payroll data, and employee records.
• Coordinate logistics, shipments, and documentation for demo machines and imports.

Skills

Administration

Communication

Organization

Time management

Discretion

Teamwork

Education

Diploma / Bachelor degree in Business Administration or related field

Finance or Accounting knowledge (merit)

Tools

Microsoft Excel

Microsoft Word

Job description

About Our Client & The Role:

Our client is a leading global multinational technology company specializing in packaging testing instruments and quality control solutions. They are looking for a responsible Administration Manager to organize the company’s day-to-day operations. The role will be to provide clerical support to our managers and employees and coordinate all daily administrative activities, and to ensure smooth in office operation. This is a full-time position to support Malaysia, Southeast Asia and South Asia.

Job Requirements:

1. Administration Duties

• Rental/Maintenance – Cooperate with the service provider or the property management to implement affairs related to the use of the auxiliary facilities, like air conditioning, water, lighting, electricity, parking, access card, company mobile phone, telco, WIFI, etc.
• Office supplies – Procurement, storage (record ledger), distribution and other management work.
• Office equipment – Procurement, fixed assets management, issuance, maintenance, regular inventory.
• Visitor reception – Prepare reception materials, arrange accommodation and foods for visitors (if necessary), etc.
• Admin Statements – Collect and manage all kinds of business data such as ledger and statement.
• Marketing material – Make and purchase marketing materials such as advertising art and product flyers.
• Company event – Plan and coordinate company events, meetings, and conferences, ensuring necessary resources are available for a successful meeting.
• Statutory works – business license, fire extinguisher recertification, LHDN related works, and etc.
• Others - Other administrative work required by general manager or headquarters

2. Sales & Service Operations

• Order Processing – Process and manage associated with suppliers/headquarter and customers regarding Purchase Orders processing, invoicing, debit/credit notes, quotation, and etc.
• Payment – Ensure payment received from customers and payable to suppliers/headquarter timely, includes records accounts payable and accounts receivable.
• Reporting – Data entry for all relevant information to ensure traceability of documents. Manage and maintain databases, spreadsheets, and other records containing important organizational information such as updating CRM, inventory, related tracking, generating reports, analyzing data for management decision-making purposes, and monthly expenses budget.

3. Accounting Works

• Accounting – All the work listed in the Accounting Practices of Subsidiary Companies; Communicate and cooperate with accounting consultant and finance Director to complete related accounting work; Review, filing and management of accounting documents (electronic filing and paper filing); Process basic bookkeeping.
• Standard setting and management of recurrent expenses – Office supplies and equipment, entertainment expenses, travel related air tickets and accommodation expenses, petty funds, other recurrent business expenses.
• Employee travel – Manage travel tickets and hotel booking and insurance purchase, staff travel schedule management.
• External Audit – Work with the auditor to complete the audit.
• Internal Audit – Regular audit to ensure physical inventory of products, spare parts, consumable parts, and tools purchased are available and tallied with stock records.
• Others – Other accounting work required by general manager or headquarters.

4. Human Resource

• Recruitment – Search and select recruitment advertising channels, advertising; Screen resumes, select candidates, and submit them to the head of the hiring department; Organize an interview.
• Handle the entry formalities – Assist employees and service consultants to successfully complete employee labor relationship binding and manage employment files.
• Basic induction training – Company introduction, work specification introduction, office facilities use introduction, office supplies distribution, out-of-business workflow introduction (such as leave, procurement, reimbursement, etc.)
• Clocking-in – Make annual work calendar, design attendance system and keep employee attendance records.
• Payroll – Collect and compile monthly salary, attendance deduction, welfare allowance, expense reimbursement, etc., and provide Details to Payroll consultant. Apply for payment from Finance Department after obtaining payroll report.
• Employee Care – Purchase insurance and other benefits, purchase and release holiday benefits (if any), pay attention to employees' working status and major life difficulties, and provide timely and reasonable help on behalf of the company

5. Logistic Works

• Resale products – Familiar with logistics companies, cooperate and coordinate to complete the import, customs clearance, transportation and other work in shipment processing.
• Demo machines invested by headquarters – Cooperate and coordinate with logistics company to complete import, customs clearance and transportation, receive demo machines.
• Use of demo machines – Responsible for cooperation with partners and logistics companies to complete the shipment and return of demo machines when they leave the office and are used in other locations.
• Document sending and receiving – Sending, receiving and registering office documents.

Job Requirements:

• Proven experience as an Administrator, Administrative Executive, Coordinator, Supply Chain Management, Procurement, Finance & Accounting, Human Resources, or any relevant role, with minimum 10 years.
• Possess at least a Diploma, Advanced/Higher/Graduate Diploma, or Bachelor Degree/Post Graduate Diploma/Professional Degree in Business Administration or other related fields. Additional qualification such as Finance and Accounting or Supply Chain Management are a merit.
• Proficiency in using office productivity software such as Microsoft Office Excel and Word is essential. Familiar with Microsoft Excel functions, and comfortable with manual tracking and reporting by using Microsoft Excel heavily.
• Proficient in various administrative tasks include data entry, record-keeping, filing, and scheduling.
• Strong written and oral communication skills in English. The ability to compose clear and professional emails, memos, and other business correspondence. Additionally, effective interpersonal skills and the ability to communicate with individuals at all levels of the organization.
• Strong organization and time management skills, attention to detail, and the ability to meet deadlines to ensure efficient workflow and task completion.
• The ability to adapt to changing priorities, work under pressure, and handle unexpected situations. It should be flexible and open to taking on new responsibilities as needed.
• Strong teamwork and collaboration skills to ensure effective communication and coordination.
• Able to handle company sensitive information with discretion and integrity.
• Knowledgeable and adhering to the company policies and procedures.
• Able to handle basic bookkeeping.
• Problem-solving attitude with an eye for detail.

Remuneration:

RM 6,000 - RM 10,000

Working Location:

Petaling Jaya, Selangor