Admin Manager

dtcpay; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

dtcpay is seeking an experienced Admin Manager for its Kuala Lumpur office. The role leads administrative operations, governance, and vendor relationships to support the Country Manager and ensure the office runs efficiently.

The ideal candidate is mature, self-driven, and capable of independent leadership. Responsibilities include onboarding/offboarding, travel coordination, grant documentation, reporting, and process improvement to drive operational excellence.

Qualifications

• 6–10 years of experience in office management, administration, or business operations.

Responsibilities

• Lead end-to-end daily office operations to maintain a productive work environment.
• Manage office facilities, supplies, equipment procurement, and asset tracking.
• Own vendor relationships including sourcing, negotiation, performance management, and contract reviews.
• Coordinate office maintenance, safety, security access, and business continuity requirements.
• Oversee hostel and accommodation arrangements for staff where applicable.
• Plan and execute office events, team activities, and festive celebrations.
• Establish and enforce office policies, SOPs, and guidelines.
• Manage onboarding/offboarding processes and workspace setup.
• Coordinate local and regional travel arrangements, including flights and hotel stays.
• Prepare documentation for government grant applications and related submissions.

Skills

Office management

Administration

Vendor management

Budgeting

MS Office

English

Mandarin

Education

Bachelor's degree

Tools

MS Office Suite

Job description

dtcpay is a MAS licensed payment service provider that bridges traditional finance and digital assets. We enable businesses to accept and make payments in both fiat and digital currencies, delivering secure, efficient, and seamless payment experiences across borders. As we expand globally, we are shaping the future of digital payments.

We are also recognised as one of Singapore’s Top 10 Startups in the LinkedIn Top Startups 2025 list, a reflection of our momentum and the exciting journey ahead for our team.

Work Arrangement:

Fully On-site

About the Role:

The Admin Manager is responsible for leading and overseeing the full spectrum of administrative operations for our Kuala Lumpur office. This role goes beyond day-to-day administration — you will be expected to drive operational excellence, enforce governance standards, manage vendor relationships, and act as a strategic support partner to the Country Manager. The ideal candidate is a mature, self-driven professional who can operate independently, lead from the front, and ensure the office runs at its best.

What You’ll Do:

Office Operations & Facilities Management

• Lead and oversee end-to-end daily office operations to maintain a productive, professional, and well-functioning work environment
• Manage office facilities, supplies, equipment procurement, and asset tracking
• Own vendor relationships — including sourcing, negotiation, performance management, and contract reviews
• Coordinate office maintenance, workplace safety, security access, and business continuity requirements
• Oversee hostel and accommodation arrangements for staff where applicable
• Plan and execute office events, team activities, and festive celebrations

Employee Compliance & Governance

• Establish, implement, and enforce office policies, SOPs, and operational guidelines
• Ensure consistent employee adherence to company rules and workplace standards
• Serve as the primary point of contact for all office-related staff matters
• Manage end-to-end onboarding and offboarding processes, including workspace setup, orientation, and access management

Travel & Logistics Management

• Coordinate business travel arrangements for local and regional team members, including flights, accommodation, and itineraries
• Negotiate and maintain corporate rates with travel vendors and hotels

Business & Grant Support to Country Manager

• Partner with the Country Manager on business operations, administrative follow-ups, and cross-departmental coordination
• Assist in coordinating and preparing documentation for government grant applications and related submissions to relevant agencies
• Compile, organize, and track supporting documents required for grant applications and renewals
• Liaise with relevant government agencies, internal teams, and external consultants to ensure timely and accurate submissions
• Monitor grant application progress and follow up on outstanding requirements
• Maintain proper records of all grant-related correspondence and submissions
• Prepare and maintain periodic operational reports, business review documents, and performance summaries
• Support the analysis of business performance data and contribute insights for decision-making
• Assist in preparing business decks, strategic presentations, and internal reporting materials

Process Improvement & Administration

• Identify operational gaps and drive continuous improvement initiatives
• Develop and maintain admin SOPs to ensure consistency and compliance
• Manage monthly expense tracking, invoice processing, and budget monitoring for admin-related expenditures

What We’re Looking For:

• 6-10 years of experience in office management, administration, or business operations with at least 1–2 years in a managerial or supervisory capacity
• Bachelor's degree in Business Administration, Management, or a related field
• Proven ability to manage vendors, negotiate contracts, and oversee procurement activities
• Prior experience in government grant applications or liaising with government agencies is an added advantage
• Strong analytical skills with experience preparing reports, business decks, and presentations
• Excellent organizational and multitasking abilities in a fast-paced environment
• Proficient in MS Office Suite (PowerPoint, Excel, Word); familiarity with AI tools is a plus
• Good command of English and Mandarin in both written and spoken are preferable for communication with Chinese-speaking stakeholders
• High level of professionalism, integrity, and discretion in handling confidential matters

Personal Attributes:

• Mature, proactive, and solutions-oriented with a strong sense of ownership
• Ability to lead independently with minimal supervision
• Strong interpersonal skills with the ability to manage up, down, and across functions
• Adaptable and resilient in a dynamic, fast-growing fintech environment