Admin & Operations Support

QIT Travel Sdn. Bhd.; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A travel services company in Kuala Lumpur seeks an Admin & Operations Support professional. The role involves managing daily travel operations, documentation, inventory, and financial tasks. Responsibilities include handling visa applications, preparing invoices, and providing logistical support for travel. Ideal candidates should possess strong organizational and communication skills, with experience in client interactions and attention to detail. This position offers a dynamic work environment and opportunities for growth.

Qualifications

• Strong organizational skills to manage diverse administrative tasks.
• Excellent communication abilities for interacting with clients and teams.
• Experience in handling travel documentation and visa processes.
• Attention to detail in managing records and financial documentation.

Responsibilities

• Support daily travel operations and manage office administration.
• Handle visa application processes and maintain participant records.
• Prepare and manage quotations, invoices, and payment documentation.
• Assist in travel logistics and coordinate with suppliers.

Skills

Organizational skills

Communication skills

Customer service

Attention to detail

Job description

The Admin & Operations Support role provides comprehensive administrative and operational assistance to QIT Travel and QalbyApp. This position supports daily travel operations, documentation, inventory management, content support, and event coordination, ensuring smooth workflows across teams. The role also involves handling visa processing and invoice-related tasks in coordination with the operations and finance teams.

Job Summary

The Admin & Operations Support role provides comprehensive administrative and operational assistance to QIT Travel and QalbyApp. This position supports daily travel operations, documentation, inventory management, content support, and event coordination, ensuring smooth workflows across teams. The role also involves handling visa processing and invoice-related tasks in coordination with the operations and finance teams.

A. Travel Agency Administration & Operations (QIT Travel – Primary Role)

• Administrative & Office Support
  

  Handle incoming phone calls, emails, and basic inquiries related to travel operations and administration.

• Manage office administration including scheduling meetings, coordinating calendars, and preparing meeting arrangements.

• Attend meetings to record clear and structured minutes, track action items, and circulate follow-up notes.

• Draft, send, and manage official emails, letters, memos, and internal documents professionally.

• Assist in compiling, formatting, and submitting operational and administrative reports accurately and on time.

• Maintain organised digital and physical filing systems for travel documents, contracts, and internal records.

• Support staff travel arrangements, official trips, and internal logistics.

• Travel Documentation, Visa & Client Records
  

  Maintain participant (jemaah) records for each travel package, ensuring completeness of required documentation.

• Assist in preparing travel documentation, including itineraries, booking confirmations, and supporting documents.

• Handle visa application processes, including submission, tracking, and coordination with relevant agencies or service providers.

• Follow up on visa status and update internal teams and clients accordingly.

• Quotations, Invoices, & Financial Documentation
  

  Prepare and manage quotations, invoices, and payment-related documentation in coordination with the operations and finance teams.

• Track invoice status, payments, and outstanding balances, ensuring accurate records are maintained.

• Assist in reconciling invoices with operational costs and supplier charges before issuance.

• Support documentation for billing, claims, and financial reporting when required.

• Travel Logistics & Supplier Coordination
  

  Assist in travel logistics preparation, including packing, travel kits, gift bags, and related materials.

• Coordinate with suppliers and service providers for documentation, deliveries, and operational support.

• Support operational planning and preparation for travel groups and programmes.

B. Merchandise & Inventory Support (QalbyApp)

• Track, record, and maintain merchandise and office inventory (incoming and outgoing), ensuring stock logs are updated accurately and stock levels are monitored until full clearance is completed.

• Perform quality checks on received and stored merchandise, identifying, segregating, and reporting any defective or damaged items.

• Compile stock count summaries and provide regular updates to relevant teams, supporting decisions on restocking or inventory clearance based on data.

• Handle order fulfilment from the company website, Shopee, and TikTok Shop, including packing, arranging delivery, and ensuring order accuracy.

• Coordinate with the sales and operations teams to ensure smooth inventory movement and fulfilment.

• Assist with ad-hoc operational tasks as assigned, including event preparation, packaging support, or basic data entry based on daily operational needs.

C. Content & Ilm Finder Support (QalbyApp – Scoped Role)

• Compile and translate content for push notifications and campaigns.

• Coordinate with the Content Team for content review and final approval.
  (Does not include full push notification key-in into the system)

• Source, compile, and key in listings for the Ilm Finder feature.

• Assist with basic email communication related to QalbyApp campaigns when required.

D. Event & Ad-hoc Support

• Provide administrative and logistical support during company or external events, subject to operational needs.

• Assist with ad-hoc administrative or operational tasks assigned by supervisors.

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad.