Office Manager

Hunters International; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading recruitment agency in Malaysia is looking for an experienced Administrator. The role requires a minimum of 10 years in administrative positions, proficiency in Microsoft Office and strong communication skills. Responsibilities include overseeing office operations, managing relationships with partners and vendors, and processing relevant documentation. The successful candidate will ensure efficient workflow and assist in logistical tasks. A competitive benefits package including annual and medical leaves is offered.

Benefits

Annual Leaves

Medical Leaves

Qualifications

• Minimum 10 years of relevant experience in administration or similar roles.
• Proficient in using office productivity software.
• Ability to handle sensitive information with discretion.

Responsibilities

• Provide customer service and maintain relationships with business partners.
• Oversee office operations and supplies management.
• Process Purchase Orders, invoices, and manage accounts.

Skills

Proven experience in Administration

Strong written and oral communication skills

Organizational and time management skills

Teamwork and collaboration skills

Problem-solving attitude

Proficiency in Microsoft Office

Education

Diploma or higher in Business Administration

Tools

ERP software

CRM systems

Job description

Requirements

• Proven experience as an Administrator, Administrative Executive, Coordinator, Supply Chain Management, Procurement, Finance & Accounting, 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 Supply Chain Management, or Finance and Accounting are a merit.
• Proficiency in using office productivity software such as Microsoft Office Word and Excel is essential. Familiarity with ERP software and tools, such as Database Management Systems, Customer Relationship Management, and collaboration platforms, will be beneficial.
• Proficient in various administrative tasks including 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 bookkeeping will be added advantage.
• Problem‑solving attitude with an eye for detail.

Responsibilities

• Responsive to phone calls, emails, and provide customer service to business partners and external customers, maintain good relationship with customers.
• Provide front desk support coverage as needed for customers and vendors.
• Oversee the smooth operation of the office, including managing office supplies, equipment, and facilities. Maintain a clean and organized office environment and ensure the necessary resources available for efficient functions.
• Prepare and maintain documents, reports, and records. This involves drafting and editing correspondence, memos, as well as organising and archiving files and documents for easy retrieval.
• Plan and coordinate company events, meetings, and conferences such as scheduling meeting times, booking venues, preparing agendas, taking minutes, and ensuring necessary resources are available for successful meetings.
• Serve as a point of contact between executives, staff, Distributors/dealer/reseller/lead finder, and customers. Facilitate effective communication by relaying messages, responding to inquiries, and ensuring timely and accurate dissemination of information.
• Build and maintain positive working relationships with colleagues, Distributors, and customers to ensure smooth coordination and effective communication.
• Process and manage associated with suppliers and customers regarding Purchase Orders processing, invoicing, debit/credit notes, logistics, shipping, payment, quotation, and etc.
• Ensure payment received from customers and payable to suppliers timely, includes records accounts payable and accounts receivable.
• 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, and analyzing data for management decision‑making purposes.
• Regular audit to ensure physical inventory of products, spare parts, consumable parts, and tools purchased are available and tallied with stock records.
• Identify and implement process improvements to streamline administrative procedures and enhance efficiency.
• Assist managers and supervisors in implementing policies and procedures.
• Manage, maintain, and supply office equipment, stationeries, and etc.
• Arrange accommodations and flight tickets for teammates.
• Monitor expenditures, scrutinise and process travel expense claims for reimbursement.
• Able to process bookkeeping will be added advantage.
• Perform other related duties as assigned.

Benefits

• Annual Leaves
• Medical Leaves

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