Admin and Operation Executive

Ori Smart Living Sdn. Bhd.; Selangor; On-site; MYR 39,000 - 61,000; Full time

Benefits offered by this job

Training on internal systems, workflow

Professional development opportunities

Supportive and collaborative working环境

Job summary

Ori Smart Living is a smart home solutions company based in Malaysia. We are looking for a responsible, organised and detail-oriented Administrative & Operations Executive to support daily business operations.

This is a full-time, office-based (hybrid) position covering administrative work, purchasing coordination, expense claims, quotations, invoicing, payment processing, delivery tracking and client payment follow-ups.

Qualifications

• Minimum 1–2 years experience in administration or operations (preferred).
• Fresh graduates encouraged to apply.
• Proficient in Microsoft Excel, including creating, formatting and maintaining spreadsheets.
• Basic knowledge of invoicing, expense claims, purchasing or payment processing is an advantage.
• Comfortable communicating through WhatsApp, WeChat and email.
• Ability to read basic Chinese supplier documents is an advantage.

Responsibilities

• Administrative and document management: filing invoices, receipts, supplier documents and records.
• Support purchasing and supplier coordination: place orders, update trackers.
• Process quotations, invoicing, and project cost breakdowns.
• Delivery tracking and logistics coordination with couriers.
• Client payment follow-ups and reminders.
• Banking and payment processing responsibilities.

Skills

Excel

Communication

Attention to detail

Education

Diploma / SPM equivalent

Tools

WeChat

WhatsApp

Invoicing

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Employment Type: Full-Time

Working Arrangement: Office-Based

Location: Glomac Damansara Mall

Working Hours: Flexi Hours (45 hours) 3 days in office and be in Office upon request

Administrative & Operations Executive

Employment Type: Full-Time

Working Arrangement: Office-Based

Location: Glomac Damansara Mall

Working Hours: Flexi Hours (45 hours) 3 days in office and be in Office upon request

About the Role

Ori Smart Living is a smart home solutions company based in Malaysia.

We are looking for a responsible, organised and detail-oriented Administrative & Operations Executive to support our daily business operations. This is a full-time, office-based (hybrid) position covering administrative work, purchasing coordination, expense claims, quotations, invoicing, payment processing, delivery tracking and client payment follow-ups.

The successful candidate should be comfortable managing multiple tasks, working with spreadsheets and communicating professionally with suppliers, clients and internal team members.

Key Responsibilities

Administrative and Document Management

• Maintain proper filing and organisation of invoices, receipts, payment records, supplier documents and other company records.
• Download, compile and organise supporting documents for monthly claims and expenses.
• Prepare and update travelling claim forms and other administrative spreadsheets accurately.
• Ensure all documents are properly labelled, filed and easily accessible.
• Respond to administrative enquiries through email, WhatsApp and other communication platforms.
• Provide general administrative support to the management team.

Sales Quotation and Invoicing Support

• Assist in preparing client quotations, invoices and project cost breakdowns.
• Process supplier pricing files and extract relevant product and cost information.
• Prepare Xero-compatible CSV files and project detail spreadsheets.
• Calculate selling prices based on product costs, discounts, commissions and profit margins.
• Check quotation and invoice information carefully before submission.
• Maintain updated records of quotations, invoices and project payments.

Purchasing and Supplier Coordination

• Communicate with local and China-based suppliers regarding product pricing, stock availability and purchase orders.
• Place and follow up on stock orders through WeChat, WhatsApp, email or other designated platforms.
• Coordinate payment arrangements and currency exchange transactions when required.
• Prepare and maintain purchase order records.
• Update the internal purchasing tracker with order details, payment status, currency amounts and delivery information.
• Follow up with suppliers to ensure orders are processed and delivered on schedule.

Delivery and Logistics Tracking

• Monitor deliveries through courier companies such as GDEX, J&T Express, Pos Laju and other logistics providers.
• Record consignment numbers, estimated delivery dates and current delivery statuses.
• Update the internal delivery tracker regularly.
• Inform the relevant team members of delivery progress, delays or other issues.
• Follow up with suppliers or courier companies when delivery clarification is required.

Client Payment Collection

• Monitor project progress and identify when payment milestones have been reached.
• Coordinate with management to confirm the correct payment amount and due date.
• Send professional and polite payment reminders to clients through WhatsApp, email or other designated channels.
• Follow up on outstanding payments until payment confirmation is received.
• Update the internal payment collection tracker accurately.
• Keep proper records of client communications and payment confirmations.

Banking and Payment Processing

• Prepare and process outgoing payments, including supplier payments, rental payments, expense claims and other approved business expenses.
• Ensure payment details, beneficiary information and payment amounts are accurate.
• Record each transaction under the correct payment category.
• Save and organise proof of payment for filing and reference.
• Reconcile payment records against bank statements.
• Report any discrepancies, missing documents or unusual transactions to management promptly.
• Ensure approved payments are processed within the required deadlines.

Requirements

• Minimum SPM, Diploma or equivalent qualification in Business Administration, Accounting, Finance or a related field.
• At least one to two years of experience in administration, operations, purchasing, accounts support or a related position is preferred.
• Fresh graduates with strong organisational skills and a willingness to learn are encouraged to apply.
• Proficient in Microsoft Excel, including creating, formatting and maintaining spreadsheets.
• Basic knowledge of invoicing, expense claims, purchasing or payment processing is an advantage.
• Comfortable communicating through WhatsApp, WeChat and email.
• Ability to read basic Chinese supplier documents is an advantage.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Able to organise priorities and complete tasks within deadlines.
• Responsible, trustworthy and able to handle confidential financial information.
• Able to work independently while collaborating effectively with the team.
• Willing to learn and adopt new digital tools and working processes.

AI and Technology Skills

• Able or willing to use AI tools such as ChatGPT or Claude to support administrative work.
• Comfortable learning new software, digital platforms and automated workflows.
• Training and guidance will be provided where necessary.

What We Offer

• Full-time, office-based employment.
• Hands-on exposure to administration, purchasing, finance and business operations.
• Opportunities to learn about the smart home and technology industry.
• Training on internal systems, workflows and AI productivity tools.
• Supportive and collaborative working environment.
• Opportunities for professional development and increased responsibilities based on performance.