Accounts & Admin Executive

Job Opportunity: Accounts & Admin Assistant

EL'S Veterinary Centre specializes in providing quality care for small animals, birds, and exotic pets. We operate on a 5-day work week to foster a healthier work-life balance for our staff. If you are organized, empathetic, numerically inclined, and ready to learn, this dual-role opportunity is designed for you.

Want a sneak peek into our team life? Search @elsveterinary on Instagram and TikTok to watch our videos.

Candidate Requirements & Qualifications

• Education: Minimum Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.
• Experience: Minimum 1 year, preferable 2-3 years
• Languages: Proficient in spoken and written English and Bahasa Melayu.
• Technical Skills:
• Strong proficiency in Microsoft Office (Excel, Word).
• Hands-on experience or familiarity with HR/payroll software (experience with MySyarikat is a strong advantage).
• Sound knowledge of Malaysian payroll processes, statutory contributions, bookkeeping, and basic tax compilation.
• Attributes:
• High emotional intelligence (EQ), empathy, and professional composure.
• Detail-oriented with strong organizational and multi-tasking abilities.
• Ability to strictly follow instructions and meet financial, compliance, and licensing deadlines.

Key Responsibilities

As a crucial member of our clinic, your role balances core financial administration, HR support, operational logistics, and facility maintenance compliance.

1. Financial Administration & Accountancy Support

• Payroll & Claims: Calculate monthly staff salaries, process overtime, and verify/process all employee expense claims and reimbursements.
• Statutory Contributions (EPF, SOCSO, EIS): Compute, process, and execute monthly statutory payments (EPF / KWSP, SOCSO / PERKESO, EIS, and PCB/MTD withholding) ahead of mandatory statutory deadlines (15th of each month).
• Taxation Preparation: Collating financial documents, receipts, and preparing preliminary draft schedules for year-end company tax filings in coordination with the clinic's appointed tax agent.
• Supplier & Invoice Tracking: Manage incoming supplier invoices, match delivery orders, track payment statuses, and organize payment receipts.

2. HR & System Administration

• MySyarikat Platform Management: Serve as the administrator for the MySyarikat application, managing employee databases, system configurations, and attendance logs.
• Leave & Schedule Management: Manage staff off-day scheduling, annual leave applications, medical leave (MCs), and public holiday rotations through MySyarikat.

3. Inventory Procurement & Operations

• Medication & Clinical Procurement: Monitor medication stock levels, place timely purchase orders with veterinary pharmaceutical suppliers, and verify/receive inventory deliveries.
• General Stock Management: Conduct regular inventory audits for office stationery, retail products, and clinical consumables to prevent stockouts.

4. Statutory Licensing, Compliance & Facilities Maintenance

• Corporate & Municipal Compliance: Coordinate annual corporate submissions with SSM (Suruhanjaya Syarikat Malaysia) and handle local municipal council business licensing renewals (PBT).
• Safety Compliance: Oversee safety protocols and schedule annual fire extinguisher inspections and renewals with certified Bomba vendors.
• Facility Upkeep: Monitor furniture, clinical instruments, and office equipment to ensure optimal functionality, scheduling servicing or repairs as required.

5. General Administration & Governance

• Official Correspondence: Draft, format, and dispatch official letters, memos, and external communications.
• Meeting Management & Minutes: Coordinate internal meetings, arrange room setups, prepare agendas, record formal meeting minutes, and track post-meeting deliverables.
• Records & Logistics: Maintain clinic filing systems, oversee logistics for lab sample submissions (DNA/PCR testing submissions and results), and handle media/photo documentation during clinic events.

What We Offer (Benefits & Perks)

• Competitive Compensation & Bonuses: Monthly performance bonuses, Annual performance bonus, and Raya bonus (tied to company sales and individual work metrics).
• Comprehensive Leave: Annual Leave, Public Holidays, Birthday Leave, Maternity, Paternity, and Bereavement Leave.
• Health & Welfare: Statutory Contributions (EPF, SOCSO, and EIS covered) and access to panel medical clinics for claimable consultation fees and MCs.
• Facilities: Fully equipped pantry with free drinks and snacks, prayer room, water dispenser, fridge, and microwave.
• Culture: Annual company dinner, team outings, and a supportive, animal-focused work environment.

Application Instructions

To apply, please submit your updated resume directly through the Indeed platform, or email us at [email protected].

Note: Please include the phrase "Exotic Vet AccountAdmin" in your email subject line when submitting your application.

Pay: RM2,800.00 - RM3,800.00 per month

Benefits:

• Additional leave
• Free parking
• Maternity leave
• Meal provided
• Opportunities for promotion
• Parental leave
• Professional development

Education:

• Bachelor's (Preferred)

Experience:

• Account management: 1 year (Preferred)

License/Certification:

• license (Preferred)

Willingness to travel:

• 100% (Preferred)

Work Location: In person