Office Admin

About Koh Young SE Asia Pte. Ltd.

Koh Young SE Asia Pte. Ltd. is the regional office of Koh Young Technology Inc., South Korea, a global leader in 3D measurement-based inspection equipment and solutions. We play a crucial role in quality control and process optimization across a variety of industries, including smart devices, automotive electronics, telecommunications, military, healthcare, and semiconductors. Learn more at www.kohyoung.com.

Position Overview

We are seeking a reliable, organized, and detail-oriented Office Administrator to support our day-to-day office operations in Malaysia. The ideal candidate will be responsible for general office administration, expense and receipt management, coordination with external accounting service providers, and other operational support activities.

This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple tasks efficiently. The successful candidate will help ensure smooth office operations, maintain accurate administrative and financial records, and facilitate effective communication between the Malaysia office, regional office, and external service providers.

Key Responsibilities

• General Office Administration: Manage daily office operations, including document filing, record keeping, office supplies, facilities coordination, and general administrative support.

• Expense and Receipt Management: Collect, organize, verify, and maintain receipts, invoices, expense claims, and supporting documents for company expenses.

• Accounting Coordination: Compile and submit expense records, invoices, receipts, and other relevant financial documents to external accounting service providers, and follow up on outstanding items and accounting-related queries.

• Financial and Administrative Support: Assist with expense reimbursements, invoice tracking, payment coordination, and other routine financial administrative tasks.

• External Vendor Communication: Liaise with external accounting firms, suppliers, landlords, and other service providers to coordinate administrative and operational matters.

• Document and Record Management: Maintain accurate and up-to-date records of company expenses, contracts, invoices, and other important documents, ensuring proper filing and easy retrieval.

• Office Operations and Facilities: Coordinate office maintenance, utilities, equipment, supplies, and other facilities-related matters to ensure a well-functioning working environment.

• Internal Coordination: Provide administrative support to management and employees, and coordinate with the regional office and relevant internal teams on operational matters.

• Other Administrative Duties: Handle ad hoc administrative tasks and support other office-related activities as assigned.

Qualifications and Skills

• Diploma or Bachelor's degree in Business Administration, Accounting, Finance, or a related field.

• Previous experience in office administration, accounting administration, finance support, or a similar role is preferred.

• 1–3 years of relevant experience in office administration, accounting administration, finance support, or a similar role is preferred.

• Basic knowledge of accounting principles, bookkeeping procedures, and financial documentation is an advantage.

• Familiarity with expense claims, invoice processing, receipt management, and payment documentation is preferred.

• Experience coordinating with external accounting firms, outsourced service providers, or vendors is an advantage.

• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

• Strong attention to detail and the ability to maintain accurate and well-organized records.

• Good communication and interpersonal skills, with the ability to liaise effectively with internal teams and external parties.

• Good command of English, both written and spoken. Proficiency in Bahasa Malaysia is an advantage.

• Ability to manage multiple tasks, prioritize workloads, and meet deadlines independently.

• Trustworthy and responsible in handling confidential company and financial information.

• Proactive, dependable, and able to work independently with a strong sense of ownership and responsibility.