Job Responsibilities:

The Executive, Administration & Operations is responsible for supporting the overall operations, administrative coordination, and office management functions of the organisation. Working closely with the Senior Manager, Operations, the role ensures the smooth day-to-day functioning of the office, effective coordination with internal and external stakeholders, and timely execution of operational and logistical matters. The role also provides administrative support to the Chief Executive Officer, including managing schedules, travel arrangements, and related claims, to ensure efficient day-to-day coordination at the senior management level.

In carrying out this role, the Executive, Administration & Operations is expected to:

• Support the overall operations, administration, and logistical functions of the organisation to ensure smooth day-to-day office operations.
• Act as the main liaison with building management (Menara Atlan) on all matters relating to office facilities, maintenance, access, parking, and compliance.
• Manage and oversee office facilities, including ensuring cleanliness, maintenance, and proper functioning of all office spaces, and supervise the office cleaner to ensure expected standards are maintained.
• Act as the designated Asset Officer of the organisation, responsible for the management, control, and safeguarding of all company assets, including maintaining and updating the asset register, ensuring proper documentation, and overseeing the issuance, tracking, transfer, and return of assets.
• Manage company vehicles, including usage scheduling, maintenance, servicing, and ensuring compliance with organisational policies.
• Manage and organise the organisation’s document management system, ensuring proper filing structure, version control, and accessibility of all operational and administrative documents.
• Handle procurement of office supplies, services, and operational requirements, including sourcing vendors, coordinating services, and preparing Purchase Requisitions (PR) for approval.
• Work closely with Finance to ensure all operational payments are processed in a timely manner, including office rental, parking, utilities, subscriptions, and other recurring commitments.
• Monitor payment schedules and proactively follow up with relevant parties to ensure no delays, penalties, or disruption to office operations.
• Coordinate logistics for meetings, workshops, and events, including venue setup, materials preparation, and vendor coordination.
• Assist the Senior Manager, Operations in recruitment and hiring processes, including scheduling interviews, coordinating candidates, and preparing administrative documentation.
• Support onboarding and offboarding processes, including workspace preparation, asset issuance, and administrative clearance.
• Provide administrative and coordination support across departments to ensure smooth execution of organisational activities and programmes.
• Provide administrative support to the Chief Executive Officer, including managing daily schedules, coordinating meetings, arranging travel, and handling travel-related claims and documentation.
• Ensure all documentation and records (physical and digital) are properly maintained, updated, and easily retrievable.
• Provide input into the Operations unit as and when necessary.

Specificatoons:

Education and Experience:

• Candidates with SPM, Diploma, or Degree qualifications are encouraged to apply. Fresh graduates or candidates with 1–2 years of relevant working experience in administration, operations, or office management are preferred.
• Experience in handling office operations, vendor coordination, and administrative processes would be an added advantage.

Professional Skills and Competencies:

• Strong organisational and time management skills with attention to detail.
• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.
• Proactive, responsible, and able to anticipate operational and administrative needs.
• Good communication and interpersonal skills, with the ability to coordinate effectively with internal and external stakeholders.
• Strong sense of accountability and follow-through in completing assigned tasks.
• Basic understanding of procurement, vendor management, and administrative processes.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office / Google Workspace.
• Ability to work independently with minimal supervision and adapt to a dynamic working environment.
• Willingness to support ad-hoc operational needs and occasional overtime when required.