Kerja Separuh Masa ADMIN (PART TIME) Work 3days - week, Gaji tinggi MYR 800 di CHUTNEYS & CHAI SDN. BHD. Johor - Maukerja

PART-TIME ADMIN & MANAGEMENT REPORTING COORDINATOR

Company: Chutneys & Chai Sdn. Bhd.

Position: Part-Time Admin & Management Reporting Coordinator

Employment Type: Part-Time

Working Schedule: 3 days per week / approximately 12 days per month

Work Arrangement: Office-Based

Salary: RM800 per month

Job Overview

We are looking for an organized, analytical and responsible Part-Time Admin & Management Reporting Coordinator to support the administrative, financial documentation and internal management reporting requirements of our F&B businesses.

This position goes beyond general filing and data entry. The successful candidate will be responsible for organising financial documents, preparing internal management reports, coordinating staff rosters and ensuring that Management receives accurate and useful information for business decision-making.

The candidate will also be cross-trained in essential HR functions to provide backup support when required.

Key Responsibilities

1. Management & Expense Reporting

* Prepare monthly internal management reports for Management review.

* Prepare monthly supplier expenditure reports showing total purchases and expenditure by supplier.

* Categorise expenses according to business, outlet and expense category.

* Prepare monthly employee and management claims reports.

* Prepare month-on-month expense comparisons.

* Identify significant increases, unusual expenses and major variances.

* Prepare summaries of outstanding supplier balances where applicable.

* Highlight missing documentation and discrepancies requiring Management attention.

* Maintain consistent reporting formats to allow Management to compare business performance from month to month.

2. Budget vs Actual Reporting

* Maintain approved monthly operating budgets provided by Management.

* Prepare monthly Budget vs Actual reports by major expense category.

* Calculate the amount and percentage of variance against budget.

* Identify categories that are significantly above or below budget.

* Highlight unusual or recurring overspending for Management’s attention.

* Maintain historical monthly comparisons to identify expenditure trends.

* Assist Management in monitoring and controlling operating expenses.

3. Supplier & Accounts Administration

* Collect and organise supplier invoices, statements, receipts, payment records and transaction slips.

* Match payments against the relevant invoice, statement or supporting document.

* Prepare monthly supplier summaries.

* Ensure supplier statements are properly documented and filed.

* Follow up internally on missing invoices, receipts or supporting documents.

* Maintain proper physical and digital financial documentation.

* Ensure documents can be easily traced when required by Management, accountants or auditors.

4. Sales & Collection Documentation

Collect, organise and maintain supporting reports including:

* QSR/POS system reports

* GrabFood reports

* foodpanda reports

* Card terminal reports

* Cash collection records

* Other sales and payment platform reports

Reports and supporting documents must be properly organised according to company, outlet and month.

The Coordinator will identify missing reports or obvious discrepancies and follow up with the relevant outlet or personnel.

5. Accounting Firm Documentation

* Prepare and organise monthly accounting documentation for submission to the Company’s external accounting firm.

* Ensure invoices, receipts, payment documents and relevant reports are complete before submission.

* Maintain an organised Google Drive filing structure.

* Ensure documents are properly named and categorised.

* Coordinate with Management and relevant personnel to obtain missing documents.

* Assist in responding to documentation requests from the external accounting firm.

Note: The Company’s external accounting firm handles the Company’s formal accounting and financial statements. This position focuses primarily on internal reporting, documentation and administrative controls.

6. Staff Duty Roster Coordination

* Prepare weekly staff duty rosters for designated outlets.

* Collect information regarding approved leave, off days and manpower requirements.

* Coordinate with outlet managers regarding staffing requirements.

* Ensure sufficient manpower coverage for operating hours.

* Update approved roster changes.

* Highlight manpower shortages or scheduling issues to Management.

* Maintain proper records of completed staff rosters.

Final decisions regarding manpower, overtime and staffing remain subject to Management approval.

7. HR Backup & Cross-Training

The successful candidate will be cross-trained in essential HR processes to ensure continuity during the absence or extended leave of the Company’s HR personnel.

This includes basic knowledge of:

* HR/payroll system

* Attendance verification

* Leave records

* Employee documentation

* Recruitment advertisements

* Interview coordination

* Employee onboarding documentation

* Staff records and filing

* Basic HR correspondence

This function is primarily intended as backup coverage when required and is not intended to replace the normal responsibilities of the Company’s HR personnel.

Monthly Reporting Deliverables

The Coordinator will be expected to prepare and maintain the following reports:

1. Monthly Supplier Expenditure Report

2. Monthly Expense-by-Category Report

3. Monthly Claims Report

4. Budget vs Actual Report

5. Month-on-Month Expense Comparison

6. Outstanding Supplier Summary

7. Missing Documents / Outstanding Documentation Report

8. Major Expense & Variance Summary

9. Monthly Management Summary

10. Complete Monthly Documentation Pack for External Accountants

Requirements

* Diploma or equivalent qualification in Business Administration, Accounting, Finance, HR or a related field is preferred.

* Previous experience in administration, accounts administration or management reporting is preferred.

* Comfortable working with numbers and financial documents.

* Good working knowledge of Microsoft Excel and/or Google Sheets.

* Able to use formulas, filters and basic reporting functions.

* Knowledge of PivotTables, SUMIF/SUMIFS and basic data analysis will be an advantage.

* Comfortable using Google Drive and maintaining digital filing systems.

* Strong organisational and documentation skills.

* High level of accuracy and attention to detail.

* Able to work independently with minimal supervision.

* Able to handle confidential Company and employee information responsibly.

* Experience in the F&B industry will be an added advantage.

Ideal Candidate

We are looking for someone who is:

* Organised and systematic

* Comfortable with numbers

* Analytical

* Detail-oriented

* Responsible and trustworthy

* Able to meet reporting deadlines

* Able to identify discrepancies instead of simply entering data

* Comfortable following up with outlets and employees for missing information

* Able to present information clearly for Management decision-making

Purpose of the Role

The objective of this position is to ensure that Management has accurate, organised and timely information to make better operational and financial decisions.

The successful candidate should not only maintain documents but also help Management understand:

* Where the businesses are spending money

* Which suppliers account for the highest expenditure

* Whether actual expenditure is within budget

* Which expenses are increasing

* Where significant variances are occurring

* Whether supporting documents are complete

* Whether supplier records are properly maintained

* Whether staff scheduling is properly coordinated

* Which administrative or financial matters require Management’s attention

Pay: RM800.00 per month

Benefits:

• Flexible schedule
• Free parking
• Opportunities for promotion
• Professional development

Work Location: In person