Admin & Operations Executive

Unseen Matters; Kuala Lumpur; Hybrid; MYR 42,000 - 64,000; Full time

Benefits offered by this job

Hybrid work model

Growth opportunities

Job summary

Unseen Matters is a story-first sustainable gifting studio in Kuala Lumpur. We are seeking an administrator/finance assistant to support the founder with quotes, invoices, payroll, and outreach. You will work across admin, finance, client outreach and design, gaining exposure to every part of the business and developing a specialization over time.

Hybrid: two days work from home weekly. You will coordinate with suppliers, track payments, draft outreach emails, and help with Canva graphics and

Qualifications

• Diploma or degree in business, accounting, finance, marketing or related field.
• 0–2 years of experience.
• Good with numbers, spotting errors before sending.
• Comfortable with Excel/Sheets and Google Workspace; Canva is a plus.
• Discreet with financial and payroll information.
• Clear emails and proactive outreach to people you don't know.
• Learns fast and takes initiative; direct access to founder.

Responsibilities

• Prepare quotations, invoices and purchase orders; keep files organized.
• Coordinate with suppliers and contractors; vendor registration.
• Keep the office running: supplies, scheduling and day‑to‑day logistics.
• Track client payments and remind clients when they're due.
• Tally payments to suppliers and manage monthly payroll calculations.
• Prepare simple project P&Ls: revenue vs costs.
• Research potential clients and prepare background briefs.
• Draft outreach emails, reply to enquiries and follow up on leads.
• Create simple graphics, slides and documents in Canva.

Skills

Numerical accuracy

Email communication

Spreadsheet proficiency

Self-motivated

Education

Diploma or degree in business/ accounting/ finance/ marketing

Tools

Excel/Sheets

Google Workspace

Canva

Job description

Unseen Matters is a story-first sustainable gifting studio in Kuala Lumpur. We create corporate gifts and branded merchandise for clients like Google, Meta, Petronas, Clarins and Cartier, using materials such as coffee leather, recycled ocean plastic and cork. You'll work right next to the founder and support the business across admin, finance, client outreach and design. You'll get exposure to every part of how we run. Over time, you'll find the area you're strongest in and grow into it as your specialisation.

Key responsibilities

Prepare quotations, invoices and purchase orders, and keep everything filed

Coordinate with suppliers and contractors, including vendor registration

Keep the office running: supplies, scheduling and day-to-day logistics

Track client payments and remind clients when they're due

Tally payments to suppliers

Build simple project P&Ls: what we charged vs what it cost us

Prepare monthly payroll calculations for founder approval

Research potential clients and prepare short background briefs

Draft outreach emails, reply to enquiries and follow up on leads

Create simple graphics, slides and documents in Canva

About you

Diploma or degree in business, accounting, finance, marketing or a related field, plus 0-2 years of experience

Good with numbers. You spot a wrong figure or a typo before it goes out.

Comfortable with Excel/Sheets and Google Workspace (Canva is a plus)

Discreet with financial and payroll information

Writes clear emails and isn't shy about reaching out to people you don't know

Learns fast and doesn't wait to be told what to do next

Direct access to the founder, with no layers in between

Exposure to every part of the business, then room to specialise

Hybrid: two days work from home weekly

A clear path to grow into a larger role

About us

Unseen Matters is a story-first sustainable gifting studio in Kuala Lumpur. We create corporate gifts and branded merchandise for clients like Google, Meta, Petronas, Clarins and Cartier, using materials such as coffee leather, recycled ocean plastic and cork.

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