Office Manager (ex cabin crew encouraged to apply)

Zico Trust (M) Berhad; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading trust company in Malaysia is seeking an experienced Office Manager to oversee front office operations. The ideal candidate will coordinate HR functions, manage administrative tasks, and support overall office management. Responsibilities include scheduling employee tasks, overseeing recruitment, and ensuring compliance with policies. Candidates should have 2-5 years of experience and a relevant degree, along with strong communication skills in both Bahasa Malaysia and English. This position is full-time and on-site.

Qualifications

• 2-5 years of relevant experience in Human Resources or Accounting.
• Fluent in Bahasa Malaysia and English.
• Strong analytical and problem-solving skills.

Responsibilities

• Organize and monitor office functions to enhance efficiency.
• Oversee recruitment processes and maintain HR records.
• Prepare trust-related reports and maintain accurate records.

Skills

Human Resources management

Organizational skills

Verbal communication

Problem-solving

Education

Diploma/Degree in relevant field

Tools

Microsoft Office

Relevant software

Job description

· Full time : On site – no work from home / hybrid

OVERVIEW

We are hiring an Office Manager with a background in human resources or accounting to lead our front office operations and manage essential administrative functions. The ideal candidate will be proactive, organized, and ready to support the team and the organization’s goals. A professional appearance is required, along with a commitment to handling all administrative tasks and other relevant duties as needed by the company.

COMPANY OVERVIEW

ZICO Trust (M) Berhad is a registered trust company under the Trust Companies Act 1949 of Malaysia and is regulated by the Companies Commission of Malaysia (CCM). We aspire to provide a diverse range of trust services to our clients during our period of business operation. We specialise in Private Trust, Fiduciary services and Estate Planning services. Acting as a trusted intermediary for businesses and individuals, our support revolves around the seamless facilitation of asset administration and astute management, all with the ultimate goal of ensuring the smooth transition of assets to their rightful and deserving beneficiaries.

We provide a range of services aimed at ensuring effective investment and proficient wealth management. Our unwavering commitment is to prioritise our clients' interests above all else, making their financial well-being the focal point of every decision. To fulfill this commitment, our team consists of highly skilled and experienced legal and financial experts, ensuring our clients receive the highest level of expertise and guidance in their wealth management journey.

Our affiliation with ZICO enables us to strengthen our services. It also allows individuals and organisations to capitalise on opportunities across the ASEAN region through ZICO's multidisciplinary professional services, regional capabilities and local insights.

DUTIES & RESPONSIBILITIES

Office Management

• Organize and monitor office functions to enhance efficiency.
• Maintain an organized workspace to improve overall productivity.
• Schedule, assign, and oversee employee tasks to ensure smooth operations.
• Prepare reports to keep management informed about company activities.
• Develop and maintain procedures for handling sensitive data, including secure storage and disposal.

Human Resources

• Oversee recruitment processes, including posting job descriptions, screening candidates, coordinating interviews, and onboarding new employees.
• Maintain HR records and ensure compliance with policies.
• Document disciplinary actions and manage employee relations effectively.
• Identify training needs and propose relevant development opportunities for staff.

Administrative Support

• Create, compose, and edit written materials within established timelines.
• Make administrative decisions on sensitive and confidential matters.
• Participate in work practice redesign to drive organizational change and improve processes.
• Prepare and manage the annual budget, planning purchases to remain within budgetary limits.

Facilities, Assets and Vendor Management

• Supervise office facilities, equipment, and assets, including maintenance, procurement, inventory control, and coordination with service providers, contractors, and vendors.
• Supervise and train office personnel, organizing and prioritizing their work duties.
• Foster a team spirit and promote a healthy work environment.
• Communicate, present, and influence effectively at all levels of the company.

Ad Hoc and Management-Assigned Duties

• Be available for after-hours work when necessary.
• Undertake any other responsibilities as required by management.
• Ensure timely execution of tasks and deliverables in line with company service standards.
• Perform such other duties, tasks, or responsibilities as may be assigned by the Company from time to time, consistent with the role and business needs of the Company.

Reporting & Documentation

• Prepare trust-related reports, statements, and regulatory filings as required.
• Maintain accurate and up-to-date records in accordance with audit and regulatory standards.
• Support audit and internal reviews by providing necessary documentation and explanations.
• Collaborate effectively with clients, internal teams, and external professionals to ensure smooth coordination and successful outcomes.
• Keep up-to-date with internal processes, regulatory changes, and industry best practices to enhance accuracy, efficiency, and compliance in daily operations.
• Collaborate with various departments to optimize operational procedures and ensure effective teamwork across the organization.

Additional Responsibilities

• Perform other relevant tasks as assigned by senior management to support the efficient operation of the business.

JOB REQUIREMENTS

• 2-5 years of relevant experience (Human Resources / Accounting / Others).
• Possess a Diploma / Degree in the relevant field.
• Fluent in Bahasa Malaysia and English.
• Proficient in Microsoft Office application and other relevant software.
• Excellent written and verbal communication skills, with the ability to offer valuable insights.
• Ability to work effectively in a fast-paced environment with minimal supervision.
• Excellent interpersonal skills, with the ability to engage effectively with diverse audiences.
• Strong organizational skills and the ability to prioritize tasks under pressure.
• Experience in handling confidential information securely.
• Demonstrated leadership and management skills, with the ability to communicate clearly with diverse teams.
• Strong analytical and problem-solving skills, with the ability to assess legal challenges and provide strategic solutions.
• Familiarity with industry practices and professional standards.

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