Operations & Administration Executive

About Us
IAS is an international certification, inspection and training body with offices in Malaysia, Singapore, Indonesia, India, UAE, Australia and the USA. We provide ISO certification audits, IRCA-certified auditor training, CE marking and conformity assessment services to organisations across Asia and beyond.

About the Role
We are looking for a proactive, well-organised Operations & Administration Executive to run the day-to-day operations of our Kuala Lumpur office. You will handle recruitment for our regional offices, coordinate audits and trainings, manage HRDF claims, follow up on payments and client issues, and keep the office running smoothly.

Key Responsibilities

Recruitment

• Manage end-to-end recruitment for internal staff in our Malaysia, Indonesia and Singapore offices, including job posting, screening, interview scheduling and onboarding.
• Source and onboard empanelled tutors/trainers for various ISO schemes (e.g. ISO 9001, 14001, 45001, 27001, 22000) and maintain the tutor panel database.

Audit Coordination

• Schedule certification audits with clients and coordinate with the internal technical team and auditors.
• Visit client sites to collect the documents required to complete audits.

Training Coordination

• Organise public trainings at hotels, including venue booking, logistics, materials and participant communication.
• Arrange in-house trainings at client locations.
• Prepare and submit HRD Corp (HRDF) grant applications and claims, and handle all related HRD Corp coordination and follow-up.

Client Management & Collections

• Follow up on outstanding payments and ensure timely collection.
• Visit unresponsive clients to resolve pending issues and move projects forward.
• Handle client complaints professionally, record them and follow through to closure.

Administration & Office Management

• Carry out general administrative duties.
• Maintain organised physical and digital files and records.
• Handle office purchases, supplies and vendor coordination, and keep the office well maintained.
• Open the office each morning and close it after all employees have completed work for the day.

Requirements

• Diploma or Degree in Business Administration, HR, Management or a related field.
• At least 2 years’ experience in admin, operations, HR or customer service; experience in training, certification or consultancy is a strong advantage.
• Hands-on experience with HRD Corp (eTRiS) grant applications and claims is highly preferred.
• Good command of English and Bahasa Malaysia.
• Bahasa Indonesia is preferred, as the role supports our Indonesia office.
• Confident communicator, able to deal with clients and follow up firmly on payments.
• Highly organised, able to multitask and work independently.
• Proficient in MS Office / Google Workspace.
• Own transport and a valid driving licence (required for client visits).
• Willing to travel within Malaysia and occasionally within the region.
• Immediate joiners are preferred.

What We Offer

• Attractive incentives based on performance, including payment collections and training/audit coordination.
• Travel allowance and claimable expenses for client visits.
• EPF, SOCSO, EIS, annual leave and medical leave.
• Exposure to international certification and training operations across multiple countries.
• Career growth in an expanding multinational group.

How to Apply
Click “Apply” and submit your resume with your current salary, expected salary and notice period. Immediate joiners are encouraged to apply. Only shortlisted candidates will be contacted.

Pay: RM2,000.00 - RM3,000.00 per month

Work Location: In person