Office Manager

5 days ago

Puchong New Village, Malaysia INFILED SDN. BHD. Full time

Working hours:Monday – Friday :30am – 6:30pmLocation:IOI RIO Office Tower, Bandar Puteri PuchongIndustry: LED display / Audio Visual (B2B Project)Reporting to: CEO of the regionJob SummaryThe Office Manager oversees the daily operations of the Malaysia branch office and provides administrative, finance, and HR coordination support to ensure smooth business operations. This role supports the branch sales team, technical team, and project operations, while working closely with HQ in China.Key Responsibilities1. Office & Operations AdministrationEnsure smooth daily office operations and professional work environment.Manage vendor contracts, office supplies, utilities, and maintenance.Coordinate travel and logistics for branch staffs and HQ visitors.2. HR & Recruitment SupportManage HR records, attendance, and leave applications.Assist with recruitment for sales, admin, and technical positions.Coordinate onboarding/offboarding and maintain HR compliance with Malaysia Employment Act.3. Finance & Compliance SupportManage branch petty cash, expense claims, and monthly operational reports.Coordinate invoicing, PO, and payments with HQ finance (China).4. Sales & Project Support (LED/AV Industry)Assist sales team in preparing quotations, tender submissions, DO/PO/invoices.Coordinate shipping/logistics of LED display systems and spare parts.Assist with warranty documentation and RMA return cases with HQ.Track project delivery timelines and maintain CRM/project database.5. Communication & HQ LiaisonCoordinate internal reporting with HQ China.Assist in translation of business documents (English ⇆ Mandarin).Ensure company SOP and ISO processes are followed.6. Team Management & Office CultureSupport team building and positive work environment.Plan internal meetings, events, and office communication.RequirementsMin Diploma/Degree in Business Admin, HR, Management or related field.3–5 years' experience in office admin/operations.Experience in AV/LED/Construction/Project industry is an advantage.Strong coordination and problem-solving ability.Good command of English & Mandarin (must liaise with HQ in China).Organised, proactive and able to work independently.Proficient in Microsoft Office, Google Workspace, basic HR/admin systems.Key Performance Indicators (KPIs)AreaKPI TargetOffice Operations - 100% uptime of office facilities without disruptionHR Support - Recruitment lead time < 30 days per roleFinance Admin - Monthly reports submitted to HQ before 3rd working dayCost Control - Maintain office operational cost within approved budgetDocumentation Accuracy -

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