Office Manager

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia AGT (Malaysia) SDN BHD Full time

Job Overview:
We are seeking a proactive, detail-oriented, and adaptable Office Manager to oversee the efficient functioning of our office. This role encompasses daily operations, office administration, Human Resources (HR), financial assistance, ad-hoc management, and client relations. The Office Manager will also collaborate with outside private accounting, auditing, and tax agents, as well as government agents, to ensure seamless operations and compliance with financial and regulatory requirements. The ideal candidate will excel in multitasking, possess strong organizational skills, and demonstrate professionalism in managing internal and external relationships.

Key Responsibilities:

  • Daily Operations:
    • Oversee the day-to-day functioning of the office to ensure a productive and efficient work environment.
    • Manage office supplies, equipment maintenance, and vendor relationships.
    • Coordinate schedules, meetings, and travel arrangements for staff and external stakeholders.
  • Office Administration:
    • Develop and maintain office policies and procedures, ensuring compliance with safety and regulatory standards.
    • Handle incoming and outgoing correspondence, including emails, phone calls, and mail distribution.
    • Organize and maintain physical and digital filing systems for easy access and retrieval.
  • Human Resources (HR):
    • Manage recruitment processes, including drafting job postings, screening candidates, and coordinating interviews.
    • Onboard new employees by preparing contracts, conducting orientations, and maintaining employee records.
    • Address employee inquiries, manage benefits, and ensure compliance with HR policies and local labor laws.
    • Maintain confidentiality of sensitive HR data and assist with performance reviews.
  • Support basic bookkeeping tasks, such as tracking expenses, processing invoices, and preparing expense reports.
  • Assist in budget monitoring and provide financial updates to management as needed.
  • Collaborate with internal finance teams and external agents to ensure accurate financial records.
  • Ad-Hoc Management:
    • Take on special projects as directed by leadership, such as event planning, process improvements, or research tasks.
    • Provide flexible support across departments to address urgent or unexpected needs.
    • Coordinate cross-functional initiatives to ensure timely execution.
  • Client Relations:
    • Act as the primary point of contact for clients, visitors, and vendors, delivering exceptional customer service.
    • Respond to client inquiries, resolve complaints, and escalate issues when necessary.
    • Support business development by preparing client-facing materials or coordinating follow-ups.
  • Collaboration with Private Accounting/Auditing/Tax Agents and Government Agents:
    • Serve as the key liaison between the organization and external private accounting, auditing, and tax agents to facilitate financial reporting, audits, and tax compliance.
    • Coordinate with government agents (e.g., regulators, tax authorities) to ensure adherence to legal and regulatory requirements.
    • Prepare and provide necessary documentation, reports, or filings for audits, tax submissions, or government inspections.
    • Maintain accurate records of interactions, deadlines, and deliverables with external agents to support smooth operations.

Qualifications:

  • Bachelor's degree in Business Administration, Human Resources, Finance, or a related field (preferred but not required).
  • Minimum 1-3 years of experience in office management, administration, or a similar role.
  • Proven ability to work with external accounting, auditing, tax professionals, or government representatives.
  • Strong knowledge of HR practices, office administration, and basic financial processes.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with financial or HR software (e.g., QuickBooks, ADP, Bukku, etc.).
  • Excellent communication and interpersonal skills, with a professional and diplomatic approach.
  • Ability to multitask, prioritize effectively, and adapt to shifting demands.
  • High level of discretion when handling sensitive financial, HR, or regulatory information.

Preferred Skills:

  • Experience coordinating audits, tax filings, or regulatory compliance.
  • Familiarity with local tax laws, government regulations, and employment standards.
  • Proactive problem-solving skills and a collaborative mindset.

Benefits:

  • Competitive salary and performance-based bonuses.
  • Health, dental, and vision insurance.
  • Paid time off and holidays.
  • Opportunities for professional development and growth.

How to Apply:
Please submit your resume and a cover letter detailing your relevant experience, particularly your work with private accounting/auditing/tax agents or government agents, to [emailprotected]. We are an equal opportunity employer and value diversity in our workplace.

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