Administrative & Operations Manager

AGENSI PEKERJAAN TRUST RECRUIT SDN. BHD.; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A specialized administrative firm in Kuala Lumpur seeks an experienced Operations Coordinator to manage daily administrative functions. Responsibilities include invoice preparation, document control, HR administration, and drafting professional communications. The ideal candidate has 5–10 years of experience in professional services, with strong organizational and communication skills in English. Proficiency in Microsoft Office and Google Workspace is essential. The firm values professionalism and discretion in handling sensitive information.

Qualifications

• 5–10 years of experience in administrative or operational roles.
• Proven ability to work independently with minimal supervision.
• Excellent written and verbal English communications.
• High level of professionalism and discretion.

Responsibilities

• Coordinate daily administrative and operational tasks.
• Manage client invoices and maintain records.
• Oversee document, contract, and records control.
• Administer employee records and onboarding.
• Draft professional written communications.
• Support ad-hoc operational tasks.

Skills

Document control

Communication in English

Organizational skills

Invoice preparation

HR administration

Tools

Microsoft Office

Google Workspace

Job description

1. Operations & Administrative Coordination

Serve as the primary internal coordinator for daily administrative and operational matters, enabling the Managing Director to focus on technical and client priorities.

Independently manage recurring administrative workflows with minimal supervision.

Maintain structured digital and physical filing systems to ensure accurate and accessible information.

2. Finance & Statutory Administration (Non-Accounting)

Prepare, issue, and track client invoices in coordination with external accountants.

Maintain records of invoices, payments, and supporting documentation (administrative coordination only; no accounting judgement required).

Liaise with company accountants and secretaries on statutory filings, compliance documents, and corporate records.

Monitor statutory submission deadlines and follow up as needed.

3. Document, Contract & Records Control

Manage company documents, contracts, and client records, including version control, formatting, and secure storage.

Coordinate contract execution processes (PDF preparation, signatures, countersigning, filing).

Ensure consistency, accuracy, and traceability across all formal documents.

Maintain confidentiality and comply with client and company requirements.

4. HR & Internal Administration

Administer employee records, onboarding documentation, and internal HR files.

Track leave, entitlements, and basic HR administration tasks.

Coordinate employment documentation with external consultants as required.

Support internal policy documentation and updates.

5. Communication & Coordination

Draft professional written communications in English (emails, internal memos, client‑facing correspondence).

Coordinate with overseas clients and external service providers.

Follow up independently on outstanding actions, documents, and approvals.

6. General Office & Business Support

Maintain internal administrative processes and recommend improvements.

Support ad‑hoc operational or administrative tasks as the business expands.

Act as a reliable point of continuity for administrative knowledge and records.

Requirements:

5–10 years of experience in administrative, operations, or office management roles within professional services, consulting, engineering, technical, or similar environments.

Proven ability to work independently with minimal supervision, managing multiple administrative workflows end‑to‑end.

Experience coordinating with external accountants, auditors, company secretaries, or other professional service providers.

Hands‑on experience in invoice preparation and tracking (administrative coordination only; no accounting decision‑making).

Strong document control and contract administration skills, including version control, PDF management, and execution tracking.

Working knowledge of HR administration, including employee records, onboarding documentation, and leave tracking.

Excellent written and verbal English, with strong attention to detail and accuracy.

Highly organised, structured, and methodical, with the ability to maintain clear records and meet deadlines.

Comfortable supporting a small, specialised firm and coordinating with overseas clients across time zones.

High level of professionalism, discretion, and confidentiality in handling sensitive company and client information.

Proficient in Microsoft Office and Google Workspace, with the ability to quickly adopt new systems and tools.