Administration Team Lead — Ops, Automation & AI Workflows

Doo Group; Kuala Lumpur; On-site; MYR 110,000 - 160,000; Full time

Job summary

Doo Group in Kuala Lumpur is seeking a hands-on Administration Team Lead/Assistant Manager to oversee daily administrative and workplace operations.

You will build and lead a high-performing team, streamline processes with automation and AI, manage vendors, budgets, facilities, travel, onboarding, and reporting to management. This role requires proactive, organized leadership in a fast-paced environment.

Qualifications

• Minimum 5 years in administration, office management, or related field.
• Experience leading/supervising an administrative team is required.
• Experience in brokerage/financial services/fintech or fast-paced regulated environments preferred.
• Hands-on use of Lark for collaboration, approvals, workflows and data coordination.
• Practical experience applying automation to improve processes; familiarity with AI workflows.
• Strong vendor, facilities, procurement, and budget-management skills.
• Ability to establish SOPs, define team responsibilities, and improve operations.
• Excellent leadership, stakeholder management, and communication abilities.

Responsibilities

• Lead, supervise, and develop a team with task delegation and performance monitoring.
• Oversee daily office administration and workplace operations for a professional environment.
• Review and improve administrative processes using automation tools and AI solutions.
• Build automated workflows, approvals, trackers, dashboards, and documentation using Lark.
• Establish SOPs, service standards, internal controls, and clear ownership.
• Manage relationships with vendors, landlords, and service providers, including cost negotiations.
• Oversee office maintenance, procurement, facilities, security, and utilities.
• Coordinate travel, accommodation, transportation, meeting schedules, and business support.
• Coordinate onboarding/offboarding, workspace access, equipment, and assets.
• Maintain records, contracts, reports, inventories, and digital filing systems.
• Plan and coordinate company events and internal meetings.
• Monitor budgets, procurement activity, and vendor payments with proper documentation.
• Coordinate internal communications and cross-departmental administrative needs.
• Ensure compliance with company policies and operational requirements.
• Prepare regular administrative reports and provide updates/recommendations to management.
• Handle other administrative or operational projects as assigned.

Skills

Leadership

Team management

Automation tools

AI workflows

Lark

Vendor management

Facilities coordination

Budget monitoring

Excel

PowerPoint

Communication

Problem solving

Tools

Lark

Job description

Doo Group in Kuala Lumpur is seeking a hands-on Administration Team Lead/Assistant Manager to oversee daily administrative and workplace operations.

You will build and lead a high-performing team, streamline processes with automation and AI, manage vendors, budgets, facilities, travel, onboarding, and reporting to management. This role requires proactive, organized leadership in a fast-paced environment.