**Job Categories**:Administrative**Job Types**:Full Time**Job Locations**:MalaysiaWe are looking for a highly dedicated and team-oriented individual to join our management team. Our fast-growing operation is seeking a self-motivated individual with a vast knowledge of Office management, accounting/finance. This position would report directly to finance manager. We would accommodate a hybrid work schedule with a minimum requirement of 3 days per week in the office. This is a key role within our organization, and you will have the opportunity to make a significant impact on our expansion success.**Skills**:As our finance/Office Manager, you will play a pivotal role in maintaining the smooth operation of our office and financial processes. Your responsibilities will encompass a wide range of tasks, including:- **Financial Management**: Accurate record-keeping using Foundation Software, SharePoint, Desktop and Procore, including accounts payable and receivable, payroll, and reconciliations.- **Document Organization**:Managing and organizing project documents, contracts, and vital records.- **Stakeholder Communication**: Effectively communicating with customers, subcontractors, and vendors.- **File Management**: Organizing and maintaining files using SharePoint Workspace.- **Coordinate scheduling**: Set up meetings based on cross-functional availability for both internal and external stakeholders.- **Organize internal resources**:Build out and maintain processes to keep files and office supplies organized and easily accessible.- **Communicate policies and procedures**: Alert employees of new processes, rules and regulations.- **Facilitate executive-level operations**:Book travel, submit expense reports and send communications for high-level staff as needed.- **Cost Coding**: Collaborating with Project Managers to manage cost coding of timecards and project costs.- **Payroll Processing**: Managing employee timecards through foundation and processing payroll.- **Accounts Management**:Managing accounts payable and accounts receivable, providing regular reporting.- **License Compliance**:Monitoring all business, city, state, and contractor licenses for compliance.- **Expense Management**:Maintaining and organizing scanned receipts and handling expense reimbursements.- **HR Support**: Assisting with the new hire onboarding process and managing employee benefits and renewals.- **Insurance Oversight**: Monitoring insurance policies in coordination with insurance agents and workers' compensation administrators.- **Job Tracking**:Maintaining organized logs of all current jobs for tracking and costing purposes.- **Reporting**:Updating reports to reflect ongoing balances related to jobs, subcontractors, and vendors.- **Invoicing**:Generating client invoices and managing vendor and subcontractor invoices.- **Documentation**: Requesting insurance certificates from subcontractors and customers and preparing/sending contracts, agreements, and government forms to subcontractors, obtaining signatures.Education and Experience:- Previous experience in a professional office environment- Minimum 2 years of experience in an administrative or office management role- Minimum 2 years of experience in finance- Excellent written and verbal communication skills (English), with the ability to collaborate with team members and stakeholders.- Bachelor's degree in finance or accounting preferred- Proficiency with Foundation is preferred, but not required- Ability to work in a team environment- Strong communication skills and the ability to meet deadlines
