Key Duties & Responsibilities

1. Finance & Accounting

a) Oversee daily financial operations and ensure compliance with company finance & accounting (F&A) procedures.

b) Supervise Administrator cum Account Assistant and ensure accurate reporting.

c) Record and monitor:

- Daily payments (cash, bank-in, cheque, credit card)

- Petty cash claims and general ledger entries

d) Prepare:

- Weekly payments

- Weekly outstanding and collection reports

e) Verify and process:

- Staff and outlet claims, commissions, and expenses

- Supplier invoices and intercompany billings

f) Coordinate with accounting, clients, EMS, and external SQL providers on:

- Payment follow-ups

- Missing transactions

- Claims documentation via Online Procurement System

g) Maintain proper filing systems and documentation for audits and claims.

h) Assist Operations Manager on pricing updates, profit margins, and manufacturer promotions.

2. Human Resources

a) Assist recruitment activities:

- Draft job descriptions

- Post vacancies on platforms (e.g. LinkedIn, MyFutureJobs,AjobThing)

- Coordinate interview arrangements

b) Prepare and administer HR documentation:

- Offer letters

- Employment agreements

- Company Procedure Manual (CPM)

- Employee Handbook (EH)

c) Handle onboarding and offboarding:

- Set up email accounts, system access (hearLIFE NET, CMS)

- Arrange business cards, devices, uniforms

- Suspend access and collect company assets upon resignation

d) Maintain accurate HR records and filing (shared Dropbox).

e) Assist with payroll and salary-related matters (including locum and part-time staff).

f) Assist staff performance monitoring and appraisal documentation.

3. Receptionist / Customer Services

Ensure that all receptionist reporting to the Office Manger

a) Comply and apply with Company Procedure Manual (CPM).

b) Oversee customer interactions, including walk-in and visiting customers.

c) Manage customer orders via phone/email and ensure accurate order details.

d) Coordinate deliveries and shipments to customers, distributors, hospitals, and patients.

e) Arrange travel logistics and communications for staff and audiologists.

f) Handle customer feedback and repair requests for hearing aid and audio processor.

4. Administration & Logistics

a) Monitor and control branch inventory and stock movement.

b) Maintain accurate inventory records in SQL system.

c) Process:

- Goods received

- Invoices, delivery orders, and quotations

d) Perform monthly checks on implant systems (quantity and expiry).

e) Maintain calibration and service records for audiological equipment.

f) Liaise with hospitals (private & government) on:

- Purchase orders

- Claims

- E-invoicing systems

g) Conduct:

- Annual stock takes (January and December)

- Monitor incoming stock orders and create item codes for new products.

h) Assist staff travel arrangements (flights, accommodation).

i) Work closely with Operations Manager to update product information in CMS.

5. Regulatory and Quality Compliance

a) Act as coordination link between suppliers/manufacturers and Malaysian regulatory authorities.

b) Ensure compliance with:

- Product registration

- Importation requirements

- Licensing and permit renewals

c) Monitor government procurement systems (e-Perolehan).

d) Maintain medical device regulatory system updates (MDA licenses, establishment licenses).

Med-El Electronics Sdn Bhd