Admin Manager (Office Operations & Business Support)

dtcpay; Kuala Lumpur; On-site; MYR 90,000 - 120,000; Full time

Job summary

Dtcpay in Kuala Lumpur is seeking an Admin Manager to lead the full spectrum of administrative operations for the local office. You will drive operational excellence, enforce governance standards, manage vendor relationships and support the Country Manager with government grant initiatives.

The ideal candidate is mature, self‑driven and capable of working independently, ensuring the office runs at its best. This position is fully on‑site in Malaysia.

Qualifications

• 6–10 years in office management with 1–2 years in a supervisory role.
• Bachelor’s degree in Business Administration, Management or related field.
• Proven vendor management, contract negotiation and procurement oversight.
• Experience with government grant applications is a plus.
• Strong analytic skills, reporting, and presentations.

Responsibilities

• Oversee day‑to‑day office operations, facilities, supplies, equipment and vendor relationships.
• Develop and enforce admin policies, SOPs, budgets, travel arrangements and events.
• Assist Country Manager with government grant applications and cross‑department coordination.

Skills

Office management

Vendor management

Contract negotiation

Procurement

MS Office

English

Mandarin

Analytical reporting

Cross‑functional coordination

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office Suite

AI tools

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 Administration & Operations (70%)

• Oversee day-to-day office operations, facilities, supplies, equipment and vendor relationships to maintain a productive and organized work environment
• Implement and enforce office policies, procedures and guidelines, and coordinate office maintenance, security and workplace safety requirements
• Handle administrative functions including mail, documentation and scheduling, and plan office events such as weekly tea breaks and festive celebrations
• Oversee pantry replenishment and ensure adequate stock levels
• Manage procurement of office supplies and equipment, including sourcing, quotation and allocation
• Coordinate business travel logistics, including flight and hotel bookings for local and regional members, and negotiate corporate rates with hotels and travel vendors
• Act as PIC for employee hostel arrangements, and liaise with agents and landlords on tenancy and maintenance matters

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

Business & Grant Support to Country Manager (30%)

• Assist in coordinating and preparing documentation for government grant applications and related submissions to relevant agencies
• Assist the Country Manager in general business operations, administrative follow-ups and cross-department coordination
• Support the Country Manager in government liaison, including preparing documents and submissions, corresponding with relevant authorities and following up on applications and requirements.

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