Job Description

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 & Compliance Administration, and Finance Administration — working above dedicated HR and Accounts personnel to ensure systems are built, enforced, and continuously improved.

Key Responsibilities:

1. Human Resources — Oversight & Governance

• Review and approve monthly payroll before submission — accuracy and statutory compliance (EPF, SOCSO, EIS, PCB) is your accountability.
• Own HR policy framework: design and enforce policies covering the full employee lifecycle — onboarding, performance, disciplinary, and offboarding.
• Review and sign off on all HR documents before issuance: offer letters, warning letters, PIPs, and termination letters.
• Ensure ongoing compliance with Malaysian Employment Act 1955, Industrial Relations Act, and relevant labour regulations.
• Govern performance review cycles and KPI frameworks across all outlets — set the standard, HR staff execute.
• Handle escalated employee relations matters requiring management-level judgement; support HR staff on complex or sensitive cases.
• Set recruitment strategy and approve key hiring decisions — HR staff manage sourcing and screening execution.
• Build and maintain HR SOPs — converting best practices into documented, enforceable processes.

1. Office & Compliance Administration

• Manage business licensing renewals: premises licences, food handler certifications, Halal-related documentation, and local authority requirements.
• Maintain organised filing systems (digital and physical) for all company documents, contracts, and correspondence.
• Coordinate with government agencies: LHDN, KWSP, PERKESO, SSM, MBPP/DBKL as required.
• Support SOP development and documentation — translating operational practices into written, enforceable processes.
• Manage vendor and supplier correspondence for administrative matters.
• Oversee general office operations at the central kitchen: supplies, facilities coordination, and administrative workflows.

1. Finance Administration — Oversight & Control

• Review and approve accounts payable before payment — accountant executes, you authorise.
• Oversee petty cash management and ensure proper reconciliation by the accounts team.
• Act as primary liaison with external accountant and auditor; ensure supporting documents are prepared accurately and on time.
• Review monthly financial summaries: outlet-level expense tracking, budget vs. actuals.
• Flag financial anomalies or control gaps to the Director promptly.

1. Systems, Data & Process Building

• Champion the use of digital tools and AI-assisted workflows to improve HR and admin efficiency.
• Build and maintain people & operations dashboards: headcount by outlet, leave utilisation, labour cost vs. target, KPI compliance.
• Support the implementation and enforcement of KPI frameworks across departments.
• Identify process gaps and proactively propose improvements — not just execute existing processes.
• Work closely with the Director to translate strategic priorities into operational systems.

Who We Are Looking For?

Essential Qualifications

• Minimum Diploma in Human Resources, Business Administration, or related field; Degree preferred
• 3–5 years of relevant experience in HR and office administration
• Experience in F&B, retail, or multi-outlet operations is a strong advantage
• Solid working knowledge of Malaysian labour law (EA 1955, SOCSO, EPF, LHDN)
• Proficient in Microsoft Office / Google Workspace; comfortable with data and spreadsheets
• Fluent in English and Mandarin (written and spoken); working proficiency in Bahasa Malaysia

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 :

• Salary RM 4,000 – RM 5,000 based on experience
• EPF, SOCSO, and EIS contributions
• Annual leave and medical leave per EA 1955
• Staff discount on Love A Loaf products
• Direct access and reporting line to the Founder/Director
• Real ownership of building the company's HR and admin infrastructure — not a maintenance role
• Growth path: high performers will be considered for expanded strategic and operations responsibilities

Job Requirements

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

Skills