LOVE A LOAF BAKERY & CAFE SDN BHD

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About Love A Loaf:
Love A Loaf is a Penang-based artisan bakery chain with 12 years of operating history. We operate 13 selling points across neighbourhood retail outlets, hospital kiosks, MNC/corporate kiosks (Dell, Intel, Jabil), and consignment placements — supported by a central production kitchen in Georgetown.
Role Purpose:
This is not a traditional administrative role. The Office Manager at Love A Loaf is the backbone of our organisational infrastructure — responsible for building and running the systems, processes, and people framework that allow the business to operate without constant founder intervention.
You will provide strategic oversight across three core functions — Human Resources, Office &amp; Compliance Administration, and Finance Administration — working above dedicated HR and Accounts personnel to ensure systems are built, enforced, and continuously improved.
Key Responsibilities:
<ol>
<li>Human Resources — Oversight &amp; Governance</li>
</ol>
<ul>
<li>Review and approve monthly payroll before submission — accuracy and statutory compliance (EPF, SOCSO, EIS, PCB) is your accountability.</li>
<li>Own HR policy framework: design and enforce policies covering the full employee lifecycle — onboarding, performance, disciplinary, and offboarding.</li>
<li>Review and sign off on all HR documents before issuance: offer letters, warning letters, PIPs, and termination letters.</li>
<li>Ensure ongoing compliance with Malaysian Employment Act 1955, Industrial Relations Act, and relevant labour regulations.</li>
<li>Govern performance review cycles and KPI frameworks across all outlets — set the standard, HR staff execute.</li>
<li>Handle escalated employee relations matters requiring management-level judgement; support HR staff on complex or sensitive cases.</li>
<li>Set recruitment strategy and approve key hiring decisions — HR staff manage sourcing and screening execution.</li>
<li>Build and maintain HR SOPs — converting best practices into documented, enforceable processes.</li>
</ul>
<ol>
<li>Office &amp; Compliance Administration</li>
</ol>
<ul>
<li>Manage business licensing renewals: premises licences, food handler certifications, Halal-related documentation, and local authority requirements.</li>
<li>Maintain organised filing systems (digital and physical) for all company documents, contracts, and correspondence.</li>
<li>Coordinate with government agencies: LHDN, KWSP, PERKESO, SSM, MBPP/DBKL as required.</li>
<li>Support SOP development and documentation — translating operational practices into written, enforceable processes.</li>
<li>Manage vendor and supplier correspondence for administrative matters.</li>
<li>Oversee general office operations at the central kitchen: supplies, facilities coordination, and administrative workflows.</li>
</ul>
<ol>
<li>Finance Administration — Oversight &amp; Control</li>
</ol>
<ul>
<li>Review and approve accounts payable before payment — accountant executes, you authorise.</li>
<li>Oversee petty cash management and ensure proper reconciliation by the accounts team.</li>
<li>Act as primary liaison with external accountant and auditor; ensure supporting documents are prepared accurately and on time.</li>
<li>Review monthly financial summaries: outlet-level expense tracking, budget vs. actuals.</li>
<li>Flag financial anomalies or control gaps to the Director promptly.</li>
</ul>
<ol>
<li>Systems, Data &amp; Process Building</li>
</ol>
<ul>
<li>Champion the use of digital tools and AI-assisted workflows to improve HR and admin efficiency.</li>
<li>Build and maintain people &amp; operations dashboards: headcount by outlet, leave utilisation, labour cost vs. target, KPI compliance.</li>
<li>Support the implementation and enforcement of KPI frameworks across departments.</li>
<li>Identify process gaps and proactively propose improvements — not just execute existing processes.</li>
<li>Work closely with the Director to translate strategic priorities into operational systems.</li>
</ul>
Who We Are Looking For?
Essential Qualifications
<ul>
<li>Minimum Diploma in Human Resources, Business Administration, or related field; Degree preferred</li>
<li>3–5 years of relevant experience in HR and office administration</li>
<li>Experience in F&amp;B, retail, or multi-outlet operations is a strong advantage</li>
<li>Solid working knowledge of Malaysian labour law (EA 1955, SOCSO, EPF, LHDN)</li>
<li>Proficient in Microsoft Office / Google Workspace; comfortable with data and spreadsheets</li>
<li>Fluent in English and Mandarin (written and spoken); working proficiency in Bahasa Malaysia</li>
</ul>
Competency Profile — This Is Critical
We Are Looking For
✓ Systems thinker who builds processes
✓ Data-driven decision making
✓ Resolves people issues with logic and process
✓ Enforces policy even with senior staff
✓ Comfortable with ambiguity and building
✓ Proactive — flags problems early
We Are Not Looking For
✕ Someone who only follows existing processes
✕ Gut-feel or relationship-based decisions
✕ Reactive or emotionally-driven in conflict situations
✕ Avoids difficult conversations
✕ Needs a fully structured environment
✕ Waits to be told what to do
What We Offer :
<ul>
<li>Salary RM 4,000 – RM 5,000 based on experience</li>
<li>EPF, SOCSO, and EIS contributions</li>
<li>Annual leave and medical leave per EA 1955</li>
<li>Staff discount on Love A Loaf products</li>
<li>Direct access and reporting line to the Founder/Director</li>
<li>Real ownership of building the company's HR and admin infrastructure — not a maintenance role</li>
<li>Growth path: high performers will be considered for expanded strategic and operations responsibilities</li>
</ul>

This job is an Office Manager at Love A Loaf, a thriving bakery in Penang. You might like this job because you’ll shape the HR and admin systems, ensuring smooth operations while enjoying perks like discounts and a clear growth path!

Kerja ini adalah untuk pengurus pejabat di Love A Loaf, sebuah kedai roti artisan di Pulau Pinang. Anda mungkin berminat dengan kerja ini kerana ia melibatkan pengurusan sistem, proses, dan people framework yang penting, serta menawarkan peluang untuk membina infrastruktur HR dan pentadbiran dari awal.

Critical Thinking

Management

Detail Oriented

Marketing Strategies

Business Development

Strategic Planning

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About Love A Loaf:
Love A Loaf is a Penang-based artisan bakery chain with 12 years of operating history. We operate 13 selling points across neighbourhood retail outlets, hospital kiosks, MNC/corporate kiosks (Dell, Intel, Jabil), and consignment placements — supported by a central production kitchen in Georgetown.
Role Purpose:
This is not a traditional administrative role. The Office Manager at Love A Loaf is the backbone of our organisational infrastructure — responsible for building an...

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