Office and Accounting Manager - Malaysia - Innovative Project Solutions

Description

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:

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Financial Management: Accurate record-keeping using Foundation Software, SharePoint, Desktop and Procore, including accounts payable and receivable, payroll, and reconciliations.
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Document Organization:Managing and organizing project documents, contracts, and vital records.
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Stakeholder Communication: Effectively communicating with customers, subcontractors, and vendors.
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File Management: Organizing and maintaining files using SharePoint Workspace.
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Coordinate scheduling: Set up meetings based on cross-functional availability for both internal and external stakeholders.
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Organize internal resources:Build out and maintain processes to keep files and office supplies organized and easily accessible.
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Communicate policies and procedures: Alert employees of new processes, rules and regulations.
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Facilitate executive-level operations:Book travel, submit expense reports and send communications for high-level staff as needed.
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Cost Coding: Collaborating with Project Managers to manage cost coding of timecards and project costs.
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Payroll Processing: Managing employee timecards through foundation and processing payroll.
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Accounts Management:Managing accounts payable and accounts receivable, providing regular reporting.
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License Compliance:Monitoring all business, city, state, and contractor licenses for compliance.
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Expense Management:Maintaining and organizing scanned receipts and handling expense reimbursements.
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HR Support: Assisting with the new hire onboarding process and managing employee benefits and renewals.
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Insurance Oversight: Monitoring insurance policies in coordination with insurance agents and workers' compensation administrators.
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Job Tracking:Maintaining organized logs of all current jobs for tracking and costing purposes.
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Reporting:Updating reports to reflect ongoing balances related to jobs, subcontractors, and vendors.
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Invoicing:Generating client invoices and managing vendor and subcontractor invoices.
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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