Office Manager

Med-El Electronics Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading electronics company in Kuala Lumpur is seeking an experienced Office Manager who will oversee financial operations, human resources, and customer service. The ideal candidate should have 1-2 years of office management experience, demonstrate strong leadership abilities, and be proficient in English and Bahasa Malaysia. Responsibilities include managing budgets, coordinating staff recruitment, and ensuring effective customer interactions. This role offers competitive benefits including medical insurance and bonuses.

Benefits

Medical insurance

Medical expenses

Bonus

Qualifications

• Minimum of 1-2 years of experience in office management or administrative roles.
• Ability to manage office budgets and negotiate contracts.
• Proficient in both English and Bahasa Malaysia.

Responsibilities

• Oversee daily financial operations and ensure compliance with procedures.
• Assist in recruitment activities and maintain HR records.
• Manage customer orders and coordinate deliveries.

Skills

Leadership skills

Relationship management

Organizational skills

Budget management

Communication skills (English and Bahasa Malaysia)

Tools

Microsoft Office Suite

Job description

Minimum of 1-2 years of proven experience in office management or administrative roles, demonstrating increasing levels of responsibility.

Strong leadership skills with the ability to effectively manage and motivate a team, fostering a positive and productive work environment.

Excellent relationship management skills, with the ability to build and maintain strong relationships with internal and external stakeholders, including vendors and partners.

Proficiency in both English and Bahasa Malaysia, with excellent written and verbal communication skills in both languages.

Demonstrated ability to manage office budgets, negotiate contracts, and ensure cost-effective procurement of office supplies and services.

Experience in coordinating office events, meetings, and travel arrangements, ensuring smooth and efficient execution.

Strong organizational and time-management skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

Proficiency in using office software and equipment, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant applications.

Knowledge of office policies and procedures, with the ability to develop and implement best practices to ensure compliance and efficiency.

Requirement

• Minimum of 1-2 years of proven experience in office management or administrative roles, demonstrating increasing levels of responsibility.
• Strong leadership skills with the ability to effectively manage and motivate a team, fostering a positive and productive work environment.
• Excellent relationship management skills, with the ability to build and maintain strong relationships with internal and external stakeholders, including vendors and partners.
• Proficiency in both English and Bahasa Malaysia, with excellent written and verbal communication skills in both languages.
• Demonstrated ability to manage office budgets, negotiate contracts, and ensure cost-effective procurement of office supplies and services.
• Experience in coordinating office events, meetings, and travel arrangements, ensuring smooth and efficient execution.
• Strong organizational and time-management skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Proficiency in using office software and equipment, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant applications.
• Knowledge of office policies and procedures, with the ability to develop and implement best practices to ensure compliance and efficiency.

Responsibility

Key Duties & Responsibilities

1. Finance & Accounting

a) Oversee daily financial operations and ensure compliance with company finance & accounting (F&A) procedures.

b) Supervise Administrator cum Account Assistant and ensure accurate reporting.

c) Record and monitor:

• Daily payments (cash, bank-in, cheque, credit card)
• Petty cash claims and general ledger entries

d) Prepare:

• Weekly payments
• Weekly outstanding and collection reports

e) Verify and process:

• Staff and outlet claims, commissions, and expenses
• Supplier invoices and intercompany billings

f) Coordinate with accounting, clients, EMS, and external SQL providers on:

• Payment follow-ups
• Missing transactions
• Claims documentation via Online Procurement System

g) Maintain proper filing systems and documentation for audits and claims.

h) Assist Operations Manager on pricing updates, profit margins, and manufacturer promotions.

2. Human Resources

a) Assist recruitment activities:

• Draft job descriptions
• Post vacancies on platforms (e.g. LinkedIn, MyFutureJobs, AjobThing)
• Coordinate interview arrangements

b) Prepare and administer HR documentation:

• Offer letters
• Employment agreements
• Company Procedure Manual (CPM)
• Employee Handbook (EH)

c) Handle onboarding and offboarding:

• Set up email accounts, system access (hearLIFE NET, CMS)
• Arrange business cards, devices, uniforms
• Suspend access and collect company assets upon resignation

d) Maintain accurate HR records and filing (shared Dropbox).

e) Assist with payroll and salary-related matters (including locum and part-time staff).

f) Assist staff performance monitoring and appraisal documentation.

3. Receptionist / Customer Services

Ensure that all receptionist reporting to the Office Manager

a) Comply and apply with Company Procedure Manual (CPM).

b) Oversee customer interactions, including walk-in and visiting customers.

c) Manage customer orders via phone/email and ensure accurate order details.

d) Coordinate deliveries and shipments to customers, distributors, hospitals, and patients.

e) Arrange travel logistics and communications for staff and audiologists.

f) Handle customer feedback and repair requests for hearing aid and audio processor.

4. Administration & Logistics

a) Monitor and control branch inventory and stock movement.

b) Maintain accurate inventory records in SQL system.

c) Process:

• Goods received
• Invoices, delivery orders, and quotations

d) Perform monthly checks on implant systems (quantity and expiry).

e) Maintain calibration and service records for audiological equipment.

f) Liaise with hospitals (private & government) on:

• Purchase orders
• Claims
• E-invoicing systems

g) Conduct:

• Annual stock takes (January and December)
• Monitor incoming stock orders and create item codes for new products.

h) Assist staff travel arrangements (flights, accommodation).

i) Work closely with Operations Manager to update product information in CMS.

5. Regulatory and Quality Compliance

a) Act as coordination link between suppliers/manufacturers and Malaysian regulatory authorities.

b) Ensure compliance with:

• Product registration
• Importation requirements
• Licensing and permit renewals

c) Monitor government procurement systems (e-Perolehan).

d) Maintain medical device regulatory system updates (MDA licenses, establishment licenses).

Benefits

• medical insurance
• medical expenses
• bonus