Office & Finance Administrator SUPERSTAR

CAPLINQ Corporation; Seberang Perai; On-site; MYR 30,000 - 50,000; Full time

Job summary

A dynamic multinational organization is seeking a proactive individual to manage office operations, handle financial records, and support facility planning in Penang. You will streamline processes, manage vendor relationships, and contribute to strategic planning. Ideal candidates will be organized and eager to grow within the company's fast-paced environment. Recent graduates are encouraged to apply.

Qualifications

• Candidates should demonstrate high organizational abilities managing calendars, checklists, and tasks.
• Must be able to write and follow clear written instructions in local language & English.
• Experience with vendor relationships, budgeting, and compliance is preferred.

Responsibilities

• Ensure efficient office operations by documenting procedures, managing supplies, and coordinating with vendors.
• Maintain accurate financial records, coordinating with auditors and finance colleagues globally.
• Conduct research and develop plans for future office and facility needs.

Skills

Organizational abilities

Problem-solving skills

Attention to detail

Communication skills

Proficiency in task management software

Tools

Asana

MediaWiki

Job description

THE NO-NONSENSE SUMMARY: This position is ideal for organized and proactive professionals eager to join a dynamic multinational organization. Reporting to facilities management in the Philippines, you will handle daily office operations, maintain accurate financial records, and support facility planning and budgeting. This role is perfect for those who enjoy streamlining processes, managing vendor relationships, and contributing to strategic planning. A general understanding of budgeting, vendor coordination, and financial compliance is a plus. Be sure to read to the end of the description to ensure you don’t miss an important detail.

ROLE’S MISSION

To ensure seamless office operations and finance administration by organizing facility needs, maintaining accurate financial records, and using well-documented systems to support day-to-day and long-term efficiency.

DESIRED OUTCOMES

• Facility responsibilities are researched, budgeted, prioritized, organized and planned into systems, with calendars, checklists, and action items when time and budget allow.
• Ensure financial reports, including invoices, expense reports, and vendor contracts, are completed accurately and submitted on time to meet auditors’ needs.
• Ensure smooth day-to-day operations; organize supplies, manage vendors, keep accurate, up-to-date records for easy retrieval of information and write and use work instructions using MediaWiki

CANDIDATE COMPETENCIES | Candidate:

• Demonstrates high organizational abilities, effectively managing calendars, checklists, and tasks
• Has strong problem-solving and research skills, quickly synthesizing information from diverse sources
• Can write and follow clear written instructions in local language & English, Mandarin a plus (ChatGPT allowed!)
• Has attention to details and reviews information diligently, anticipating issues and resolving discrepancies in records, contracts, and facility-related responsibilities.
• Is skilled in using productivity tools and software for task management, coordination, and research;
• we use Asana & MediaWiki for documentation and have a corporate ChatGPT account

THE ROLE

Yes, you read that right – we’re looking for a SUPERSTAR. If the title sounds unconventional, it’s because CAPLINQ is too. We’re seeking that special someone with exceptional skills in managing office operations and finance administration, while proactively handling facility planning and budgeting.

Let me come right out and say that we welcome recent graduates with strong organizational skills, as well as more experienced professionals with a background in project coordination. Salary and benefits will be commensurate with experience and skill set.

At CAPLINQ, you won’t be dealing with monotonous tasks or rigid routines. Instead, you’ll be central to our daily operations, ensuring the office runs smoothly, maintaining accurate financial records, and driving strategic planning for future facilities. Your role will involve everything from managing vendor relationships and coordinating office supplies to supporting compliance and long-term financial planning.

You will be successful in this position if you love using ChatGPT and Google, are proactive, detail-oriented, and capable of managing diverse tasks with ease. If you thrive in a dynamic environment and enjoy being the go-to person for keeping things organized and efficient – keep reading.

As a fast-growing multinational, our operations span across various regions, requiring meticulous coordination and support. Our team values a collaborative approach, and we are looking for someone who can seamlessly integrate into our workflow, bringing both efficiency and enthusiasm to the table.

Does this type of work inspire and motivate you? Then I encourage you to read on. If, on the other hand, you’re already exhausted reading this, I recommend you take a nap and check out another job post.

So, what will you be doing?

The position and responsibility will grow along with you. As a small, but growing company, the role will be exciting for you if you enjoy a broad range of activities and aspire for career growth in a growing organization as you master the activities described hereunder.

1. Office and Facility Management (about 50% of your time)

Ensure efficient office operations by documenting procedures, managing supplies, coordinating with vendors, and handling utilities and administrative needs. Act as the primary contact for staff, customers, and service providers while overseeing insurance and financial arrangements.

Examples of activities:

• Document and follow office procedures in MediaWiki for consistency and efficiency.
• Oversee daily operations, managing supplies, equipment, and vendor relationships.
• Handle utility bills, key fobs, parking, and coordinate office maintenance and supplies.
• Coordinate staff travel, customer visits, and serve as the main communication point.
• Manage insurances, pensions, and administrative documentation.

2. Finance Administration | Reporting and Records (about 25% of your time)

Ensure timely financial processing and maintain accurate records while coordinating with auditors and finance colleagues globally to support compliance and financial health.

Examples of activities:

• Manage accounts payable by coordinating vendor invoices for timely payment processing.
• Maintain accurate financial records, including contracts, expense reports, and documentation.
• Monitor office expenses and assist in managing departmental budgets for sustainability.
• Support payroll administration and coordinate with global finance colleagues on financial details.
• Liaise with external auditors, regulatory bodies, and the Finance Manager to ensure compliance and accurate reporting.

3. Facility Research, Planning, and Budgeting (about 25% of your time)

Conduct thorough research and develop well-organized, budgeted plans for office and facility needs, ensuring strategic decision-making for future growth.

Examples of activities:

• Research potential locations and costs for future office expansions, analyzing space requirements and regional benefits.
• Evaluate and budget facility upgrades, such as heating systems, air conditioning units, and contractor options.
• Assess leasehold vs. freehold properties to inform long-term facility investments.
• Determine optimal budget allocations for personnel activities and office needs.
• Identify cost-effective banking solutions and explore alternative local services to optimize operations.

DESIRED SKILLS AND EXPERIENCE

What mindset do you require?

Skills can be learned. Mindsets, though they can be learned too, are more often a part of who you are. We value the mindset at least if not more than either experience or hard skills.

1. Curiosity – We want someone who’s not content with surface answers. If something doesn’t add up, we want you to dig deeper, investigate, and understand the “why.”
2. Attention to Detail – We need someone who’s organized, precise, and reliable. You should excel at managing time, keeping things in order, and spotting details that others might overlook. Hint! Don’t forget to read the last paragraph
3. Continuous Improvement – People and processes can always get better. We’re looking for someone who questions every process to see if there’s no room for improvement.
4. Courage – Bosses make mistakes and colleagues aren’t always fair. That’s life. We’re looking for someone who may be afraid to confront these issues, but does it anyway.

What skills do you NOT need?

Before we list the skills you do need, it is important that you know what skills or experience we do NOT require:

• Product knowledge: You do not need to know anything about any of the products CAPLINQ sells, nor any of the services we provide. All will be taught on the job.
• Lots of work experience: We are open to accepting entry-level candidates with the right mindset and can learn on the job. On the other hand, if you have a lot of experience, you are also encouraged to apply. Salary will be commensurate with skills and experience.

What skills do you require?

Very few hard skills are required. Candidates will be required to:

• Pick up the phone and call basically anyone! (Constructors, contractors, tax authorities or government agencies)
• Be a positive team player. A positive attitude and energy feed the team and we can always use more.
• Pay attention to detail. The very last paragraph of this job vacancy has very important information. Be sure you read it twice before applying.

Skills not required, but that get bonus points (any of them count):

The job does not require these skills, but they are welcome extras, be sure to mention them.

1. Mandarin language skills are a valuable asset, especially for liaising with our regional contacts.
2. Experience with International / Global business
3. International School of Penang (Uplands) offers programs that emphasize these skills

There is no need to send your CV unless it looks awesome and you want to impress us with how it looks. Otherwise, we will use your LinkedIn profile (better make sure it is complete!).

Instead, candidates wishing to apply are requested to send an email to [e-mail] that includes:

1. A link to your LinkedIn profile (not a CV)
2. A one-page, personal motivation letter

Let me repeat that last part in a different way… We are looking for people who stand out from the crowd with a well-written, enthusiastic one-page letter telling us why this position speaks to you and what you could bring to the team.

If all you do is send a CV (we told you not to), and no motivation letter your application will be discarded without even being read.