Admin & Operation Executive

1. Job Summary

The Admin & Operations Executive is responsible for managing daily administrative activities and coordinating operational tasks to ensure the smooth and efficient running of the company's business operations. This role involves documentation, scheduling, reporting, resource coordination, vendor liaison and providing administrative support to various departments.

2. Key Responsibilities

A. Administrative Management

• Manage daily administrative tasks, filing systems and company documentation.
• Prepare letters, memos, reports, quotations, purchase requests and other business documents.
• Maintain accurate physical and electronic records.
• Manage office supplies, inventory and stationery purchases.
• Handle incoming calls, emails, correspondence and general enquiries.
• Coordinate meetings, appointments and internal schedules.

B. Operations Coordination

• Coordinate daily operational activities to ensure tasks are completed according to schedule.
• Assist in planning and coordinating company projects, activities and operational requirements.
• Liaise with internal departments, suppliers, vendors and service providers.
• Monitor task progress, deadlines and operational requirements.
• Identify operational issues and assist management in implementing solutions.
• Ensure operational processes comply with company procedures and standards.

C. Procurement & Vendor Management

• Obtain quotations and coordinate purchasing activities when required.
• Liaise with suppliers regarding orders, delivery schedules and service arrangements.
• Monitor office supplies, equipment and operational inventory.
• Maintain purchasing records and supporting documents.

D. Reporting & Data Management

• Prepare daily, weekly and monthly administrative and operational reports.
• Update operational trackers, schedules, databases and records.
• Assist in monitoring departmental expenses and operational budgets.
• Compile data and documentation for management review.
• Ensure reports are accurate and submitted within the required deadlines.

E. Event & Project Support

• Assist with event planning, project scheduling and operational coordination, where applicable.
• Coordinate logistics, equipment, materials, manpower and vendor arrangements.
• Monitor project timelines and ensure operational requirements are fulfilled.
• Provide on-site administrative and logistical support during events when required.
• Coordinate with project teams to resolve operational issues promptly.

F. General Support

• Provide administrative support to management and other departments.
• Handle confidential company information responsibly.
• Assist with ad hoc duties and special projects assigned by management.

3. Qualifications & Requirements

• Diploma or Bachelor's Degree in Business Administration, Operations Management or a related field.
• Preferably 1–3 years of experience in administration, operations or coordination.
• Fresh graduates with good organisational and communication skills may be considered.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Good written and verbal communication skills.
• Strong organisational, multitasking and time-management abilities.
• Detail-oriented, proactive and able to work independently.
• Able to work under pressure and meet deadlines.
• Willing to support operational activities and travel when required.

Pay: RM3,000.00 - RM3,800.00 per month

Benefits:

• Flexible schedule
• Maternity leave
• Opportunities for promotion
• Parental leave

Work Location: In person