Administrative & Operations Manager

Trust Recruit; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A professional services recruiting firm located in Kuala Lumpur is seeking an experienced administrative coordinator to oversee daily operations, manage invoices, and ensure document accuracy. The ideal candidate should have 5–10 years of relevant experience, strong organizational skills, and proficiency in Microsoft Office. This role involves supporting operational tasks independently while coordinating with clients and external service providers across time zones, ensuring high levels of professionalism and confidentiality.

Qualifications

• 5–10 years of experience in administrative, operations, or office management.
• Proven ability to work independently with minimal supervision.
• Experience coordinating with external accountants and auditors.
• Excellent written and verbal English with attention to detail.
• Comfortable supporting a small firm and coordinating across time zones.

Responsibilities

• Coordinate daily administrative and operational matters.
• Prepare and track client invoices with external accountants.
• Manage documents and contracts for accuracy and confidentiality.
• Administer employee records and coordinate with consultants.
• Draft professional communications and follow up on actions.

Skills

Experience in administrative roles

Invoice preparation

Document control

HR administration

Excellent English communication

Professionalism and discretion

Proficient in Microsoft Office

Organizational skills

Tools

Microsoft Office

Google Workspace

Job description

Job Scope / Responsibilities

• 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.

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.

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.

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.

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.

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.