Job Brief
The Practice Admin Manager oversees the daily operations and performance of audit administrative support functions within the Firm, ensuring efficiency and compliance. The role provides leadership and coordination across the licensing and registration, billing team, and document center in administrative planning, workflow optimization, and staff management.
Key Responsibilities
Leadership and operational management
- Oversee and manage a multidisciplinary administrative team covering licensing and registration, billing and document center.
- Develop and implement Standard Operating Procedures (SOPs) to ensure consistency, efficiency and compliance across the administrative functions.
- Monitor team performance and allocate resources effectively to meet audit groups and firm-wide priorities.
- Conduct regular team meetings, discussions, performance reviews and staff training to build capability and accountability.
- Identify opportunities for process improvement and drive initiatives to streamline operations and enhance productivity.
Document center oversight
- Supervise daily document center operations, including timely and accurate printing and binding of audited financial statements, as well as filing, packing, and movement of archived files.
- Monitor file archiving processes, including timely lockdown, submission of hardcopy files to the document center, transfer of files to warehouse, annual destruction cycles and retrieval requests.
- Ensure document management practices comply with internal controls, audit standards, and regulatory requirements.
- Ensure proper segregation of duties and accuracy of documentation in the document center.
Licensing and registration management
- Oversee the preparation, approval, submission and renewal of all firm and license-holder registrations and licenses.
- Manage the preparation and submission of information to the network's international office, including referral reporting, Management Information System (MIS) data, International Accounting Bulletin (IAB) survey responses and Independence Database updates.
- Ensure full compliance with all regulatory and statutory requirements.
- Maintain up-to-date records, databases and reporting systems for all licensing activities.
- Liaise with authorities, regulatory bodies and internal departments to ensure smooth coordination of licensing matters and compilation of information required.
- Keep management informed of upcoming renewals, compliance obligations and any regulatory updates.
Billing administration
- Supervise billing personnel to ensure accurate, timely and compliant issuance of client invoices and internal chargebacks.
- Monitor billing and credit note request turnaround time to ensure adherence to service standards and client expectations.
- Review CTOS listing and delisting exercises performed to maintain up-to-date and accurate client credit status.
- Coordinate with the Finance team to support invoice verification for courier and file storage services, bank confirmation and company data purchases for payment processing purposes.
- Implement controls to minimise billing errors, ensure data integrity and maintain compliance with firm policies.
Job Requirements
- A recognised degree in any major business/administration disciplines.
- At least 6 years of working experience in administrative management, operations, or audit support functions, with at least 3 years in a supervisory/managerial role.
- Prior experience in an audit firm or professional services environment strongly preferred.
- Proficiency in MS Office with experience in billing tools and processes is a plus.
- Possess strong people management, interpersonal and communication skills.
- Detail-oriented, demonstrating a high level of accuracy and accountability, organised, proactive and equipped with a solution-focused mindset.
- Ability to handle sensitive and confidential information with discretion.
- Willingness to undertake ad-hoc assignments and projects as needed.
For further information, and to apply, please visit our website via the Apply button below.
Candidates must be resident in Malaysia, or have the right to work in Malaysia. 
