Job Description

Job Title:

Operations & Administration Executive

Department:

Operations / Administration

Reports To:

CEO / Director

Job Summary:

The Operations & Administration Executive is responsible for supporting the smooth execution of daily business operations, administrative functions, and basic financial processes. This role involves coordinating programs and events, managing vendors and payments, maintaining documentation, and ensuring efficient communication across teams.

Key Responsibilities:Operations:

Coordinate and support the planning and execution of company programs, training sessions, and events. Liaise with vendors, clients, trainers, and internal teams to ensure seamless operations. Prepare quotations, purchase orders, invoices, and other related documents. Monitor project timelines, deliverables, and logistics arrangements. Manage inventory and procurement of office or training materials.

Administration:

Handle daily administrative tasks including correspondence, filing, and record management. Maintain company databases, client lists, and HRDC-related documentation. Arrange travel bookings, accommodation, and logistics for staff and participants. Support recruitment, onboarding, and HR documentation processes when required. Ensure compliance with internal policies and company procedures.

Finance & Vendor Management:

Manage vendor and supplier relationships, ensuring timely payments and accurate record-keeping. Process and verify supplier invoices, claims, and petty cash reimbursements. Assist in monitoring budget utilization for programs and events. Work closely with the finance team on billing, payment follow-ups, and account reconciliation. Track and report expenses to support financial reporting and audits.

General & Ad Hoc Support:

Prepare reports, meeting minutes, and presentations as required. Handle incoming calls, emails, and customer inquiries professionally. Undertake ad hoc administrative or operational tasks assigned by management. Support continuous process improvements to enhance operational efficiency.

Requirements:

Diploma or Degree in Business Administration, Finance, Operations Management, or related field. Minimum 1-2 years of experience in operations, administration, or finance support roles. Strong organizational, time management, and multitasking skills. Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace. Excellent communication and interpersonal abilities. Able to work independently with minimal supervision and handle multiple priorities.
Job Types: Full-time, Permanent

Pay: RM3,000.00 - RM4,000.00 per month

Benefits:

Additional leave Cell phone reimbursement Opportunities for promotion Professional development
Work Location: In person