Office Manager

Position Information

Department: Management / Office Administration
Reports to: Managing Director / General Manager
Employment type: Full-time
Location: Wisma Lim Foo Yong, Jalan Raja Chulan, Kuala Lumpur
Working hours: 9:00 a.m. – 6:00 p.m.

Job Summary

The Office Manager ensures that work across the company is organised, followed through and completed on time. Acting as the central point of coordination between management, department heads, clients and product owners, the role tracks commitments, follows up on outstanding actions, identifies delays and escalates matters that need a decision.

The Office Manager is expected to keep everyone accountable for their deliverables while maintaining constructive working relationships across teams.

Key Responsibilities

Cross-department coordination

• Maintain an overview of key tasks, projects and deadlines across Operations, Client Management, Compliance, Finance, HR, IT and other departments.
• Record clear owners, deliverables and due dates for actions arising from management and client meetings.
• Follow up regularly with task owners, verify progress and ensure commitments are completed.
• Identify dependencies between departments and coordinate the people needed to resolve them.
• Escalate overdue or at-risk items to management with a clear summary of the issue and the action required.

Client and product owner follow-up

• Track requests, deliverables and commitments made to clients and product owners.
• Follow up with internal teams to obtain timely updates and ensure responses are accurate and complete.
• Coordinate meetings, progress updates and action lists where required.
• Flag client concerns or missed deadlines early and follow through until they are resolved.

Project and management support

• Maintain a central action tracker and provide management with a clear view of priorities, progress, delays and decisions required.
• Coordinate the implementation of new assignments, processes and management initiatives.
• Prepare concise meeting minutes, progress reports and follow-up summaries.
• Support the Managing Director and senior management on special projects and time-sensitive matters.

Office discipline and administration

• Ensure agreed office procedures, reporting routines and management instructions are followed across departments.
• Monitor whether required reports, approvals and submissions are completed on schedule.
• Identify recurring coordination or process gaps and recommend practical improvements.
• Work with department heads and HR on office-related matters requiring follow-up.

Key Performance Indicators

• Percentage of assigned actions completed by the agreed deadline.
• Number and age of overdue actions.
• Timeliness of client and product owner follow-up.
• Timeliness and accuracy of management reports and meeting action lists.
• Resolution time for escalated cross-department issues.
• Completion of key project milestones.
• Improvement in recurring workflow or coordination issues.

Overall Objective

To keep the company’s priorities moving by ensuring every important task has an owner, a deadline and consistent follow-up through to completion.

Requirements

• Diploma or Bachelor’s Degree in Business Administration, Management or a related field.
• At least 3–5 years of experience in office management, project coordination, executive support or a similar role.
• Strong organisation skills and the ability to manage multiple deadlines at once.
• Confident in following up with senior staff, department heads, clients and external stakeholders.
• Clear written and verbal communication skills, with sound judgment on when to escalate.
• Proficient in Microsoft Excel, PowerPoint and task-tracking tools.
• Able to turn discussions into clear actions and drive them through to completion.
• Female candidates only.

Pay: RM3,500.00 - RM4,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Work Location: In person