ATX MYLOANHUB SDN. BHD. Hiring! Full Time Admin Manager-Business Support Manager (Fintech) in Federal Territory, Earn up to MYR 6,500 - Ricebowl

Prefer candidates who can start immediately.

We are looking for someone active, proactive, comfortable taking ownership and executing tasks independently. The candidate should also be a strong team player and willing to provide support outside normal working days, including weekends, when operationally required.

Position Title: Admin Manager
Reports To: Head of HR
Location: Bangsar South, Bangsar
Employment Type: Full-Time

Job Summary

The Admin Manager is responsible for overseeing the Company’s day-to-day business support and administrative operations to ensure an efficient, organised, safe, compliant, and productive working environment.

The role manages office facilities, vendors, procurement, administrative budgets, workplace arrangements, travel coordination, corporate licences, regulatory administration, and general business support.

The Admin Manager will also provide administrative support to the HR function in areas such as employee records, attendance, onboarding logistics, employee engagement, recruitment coordination, and other HR-related administrative matters.

The position reports directly to the Head of HR and is expected to take ownership of administrative matters, proactively resolve operational issues, maintain cost efficiency, ensure administrative and regulatory requirements are followed up on time, and support the smooth running of the business.

A. BUSINESS SUPPORT1. Office Administration & Operations

• Oversee and manage daily administrative and office operations.
• Ensure the office is properly maintained, organised, functional, and conducive to employees' daily work.
• Identify and resolve office-related issues including air-conditioning, leaks, electrical issues, workspace setup, seating arrangements, maintenance requirements, and other facility matters.
• Coordinate office repairs, maintenance works, renovation activities, furniture movement, and workspace arrangements.
• Liaise with building management, vendors, contractors, service providers, cleaners, and other external parties.
• Ensure administrative and operational issues are addressed promptly to minimise business disruption.
• Maintain proper records relating to office facilities, vendors, purchases, contracts, maintenance, and administrative matters.
• Welcome and assist visitors, guests, vendors, and walk-in visitors when required.
• Perform other administrative and business support duties assigned by the Head of HR or Management from time to time.

2. Health, Safety & Workplace Management

• Support workplace health and safety requirements and basic HSE compliance.
• Conduct routine workplace checks and report hazards or safety concerns.
• Ensure first-aid supplies and basic safety equipment are available and properly maintained.
• Coordinate fire drills, emergency procedures, and related activities with building management.
• Maintain a safe, clean, organised, and professional office environment.
• Escalate workplace safety, facility, or operational concerns to the Head of HR or Management where necessary.

3. Procurement, Inventory & Cost Management

• Manage procurement of office supplies, stationery, pantry items, furniture, equipment, and other administrative requirements.
• Maintain proper inventory records and monitor stock levels.
• Ensure supplies are replenished before shortages affect business operations.
• Obtain quotations and compare vendors where appropriate to ensure reasonable pricing and service quality.
• Monitor administrative expenditure and manage the approved administrative budget.
• Identify opportunities to improve cost efficiency without compromising operational requirements.
• Maintain proper supporting documents for administrative purchases and expenses.

4. Vendor & Facilities Management

• Manage relationships with office vendors, contractors, maintenance providers, cleaning personnel, and other service providers.
• Monitor vendor performance and ensure agreed services are delivered satisfactorily.
• Coordinate quotations, service arrangements, renewals, maintenance schedules, and vendor documentation.
• Follow up on outstanding repairs, maintenance works, renovation activities, and facility requirements until completion.

5. Travel & Accommodation Coordination

• Arrange business travel logistics for employees, Heads of Department, and Management where required.
• Coordinate flight bookings, hotel accommodation, transportation, and related travel arrangements.
• Manage hotel and accommodation bookings for employees, visitors, candidates, or business guests as required.
• Maintain proper records and supporting documentation for travel arrangements and expenses.

6. Compliance, Licensing & Corporate Administration

• Monitor and coordinate the renewal of Company licences, permits, registrations, and other administrative regulatory requirements to ensure they remain valid and up to date.
• Maintain a compliance and licence tracker covering expiry dates, renewal deadlines, documentation requirements, fees, and submission status.
• Coordinate applications, renewals, supporting documents, payments, and follow-ups with relevant government authorities and regulatory bodies.
• Manage administrative arrangements relating to licences and registrations including DBKL business licences, KPKT-related requirements, SSM registrations, and other applicable licences or permits.
• Be familiar with basic SSM corporate registration matters, including Company information, business registrations, statutory documents, and coordination with the Company Secretary where required.
• Liaise with government agencies, local authorities, Company Secretary, consultants, landlords, and other relevant parties on administrative compliance matters.
• Ensure licences, certificates, permits, and regulatory documents are properly filed, accessible, and displayed at the office where required.
• Proactively follow up on upcoming renewals to avoid expiry, penalties, disruption to operations, or non-compliance.
• Escalate any compliance gaps, expired licences, missing documentation, or regulatory issues to the Head of HR or Management promptly.
• Support Management with other corporate administrative and regulatory documentation as required.

B. HR SUPPORT1. Employee Records & HR Administration

• Maintain accurate HR documentation, employee records, personnel files, and filing systems.
• Ensure HR and employee-related documentation is properly organised, updated, and handled confidentially.
• Provide administrative support to the Head of HR in maintaining employee documentation and records.
• Assist with preparation, filing, and tracking of HR-related documents where required.

2. Attendance & Leave Administration

• Administer the Company's leave and attendance tracking system.
• Assist HR in maintaining accurate attendance and leave records.
• Follow up on incomplete attendance or leave documentation when instructed by the Head of HR.
• Escalate attendance discrepancies or incomplete records to the Head of HR for further action.

3. Employee Onboarding & Workplace Access

• Coordinate administrative arrangements for new employees before their joining date.
• Arrange access cards, office access, workstation setup, seating arrangements, and other required facilities.
• Coordinate with HR, IT, and relevant departments to ensure equipment and workplace access are ready before the employee's first day.
• Provide new employees with basic office orientation covering facilities, meeting rooms, pantry areas, office access, and general workplace guidelines.

4. Employee Engagement

• Plan and coordinate employee engagement activities together with the Head of HR.
• Arrange birthday celebrations, festive activities, Company events, office decorations, and employee engagement activities.
• Coordinate vendors, supplies, refreshments, venues, and logistics for employee activities where required.
• Support HR in organising internal employee activities and Company events.

5. General HR Administrative Support

• Provide administrative support for HR-related activities as assigned by the Head of HR.
• Coordinate internal HR communications, documentation, and logistical arrangements when required.
• Support recruitment administration, interview scheduling, job posting coordination, and onboarding documentation where required.
• Maintain confidentiality when handling employee and HR-related information.

Pay: RM5,000.00 - RM6,500.00 per month

Benefits:

• Cell phone reimbursement
• Dental insurance
• Free parking
• Health insurance
• Maternity leave
• Parental leave
• Professional development

Work Location: In person