Administrative & Operations Coordinator

Sim Ops Sdn Bhd; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

An engineering and consulting company based in Kuala Lumpur is seeking an experienced Administrative & Operations Coordinator to manage essential administrative workflows. The position requires at least 3 years in operations roles, strong English proficiency, and the ability to work independently. Responsibilities include finance coordination, document management, HR administration, and compliance tracking. Monthly salary ranges from MYR 5,500 to MYR 7,000, depending on experience.

Qualifications

• 3+ years’ experience in administrative or operations roles.
• Background in professional services, consulting, or engineering.
• Comfortable working independently with minimal supervision.

Responsibilities

• Manage the company’s core administrative workflows.
• Draft customer invoices and prepare payments for approval.
• Maintain structured digital filing systems and document control.
• Track leave and support HR administration.
• Proactively maintain an internal calendar for compliance deadlines.

Skills

Strong written and spoken English

High attention to detail

Independently working

Ability to understand multi-entity structures

Job description

Administrative and Operations Coordinator

About the role

We are a small, specialised engineering and consulting company based in KL Sentral, with clients almost exclusively overseas. We operate across multiple legal entities, and the business is run in a hands-on, owner-operator environment.

We are looking for an Administrative & Operations Coordinator whose primary purpose is to remove day-to-day administrative workload from the director, allowing management to focus on technical, commercial, and strategic work.

This is a broad, trust-based role with real responsibility. It is not a receptionist, PA, or junior admin position.

What you will do

You will own and manage the company’s core administrative workflows, including:

• Finance & accounting coordination (non-decision-making)
  • Draft customer invoices using tracking software and templates
  • Track receivables and supplier invoices
  • Prepare payments for approval
  • Coordinate with external accountants and company secretary
  • Support intercompany invoicing and multi-entity administration (no pricing decisions)
• Document & contract administration
  • Maintain structured digital filing systems
  • Ensure document version control and clean “final” records
  • Track agreements, amendments, and key dates
• HR & operations administration
  • Track leave and support onboarding / offboarding
  • Handle travel and expense administration
• Compliance tracking
  • Maintain an internal calendar for statutory, licence, and insurance deadlines
  • Proactively flag upcoming requirements
• General support
  • Provide general administrative and operational support across the business as required from time to time
  • Assist with ad-hoc tasks that arise in a small, fast-moving company environment

Because we are a small team, everyone contributes beyond a narrow job description. This variety is part of what makes the role interesting and engaging.

You will prepare, organise, and flag issues, but you will not be asked to make tax, accounting, or commercial decisions.

What we’re looking for

3+ years’ experience in administrative / operations roles (more is welcome, but strong aptitude matters more than tenure)

Background in professional services, consulting, engineering, audit, or technical environments

Comfortable working independently with minimal supervision

Strong written and spoken English

High attention to detail and strong follow-through

Able to understand and administer multi-entity structures, including intercompany processes (administrative support only)

This role is not suitable for

• Receptionists or front-desk roles
• Personal assistants focused mainly on diary management
• Candidates looking for managerial authority or policy-setting roles

What success looks like

After 6 months, you will:

• Have taken full ownership of core administrative workflows
• Know how the business operates and where information lives
• Keep records, invoices, and documentation clean and consistent
• Reduce administrative friction across the business
• Be a reliable, trusted point of support in day-to-day operations

MYR 5,500 – 7,000 gross per month, depending on experience and fit.

Application questions

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an operations coordinator?
• Do you have previous invoicing experience?
• How would you rate your English language skills?
• How much notice are you required to give your current employer?
• How many years' experience do you have as an administration coordinator?