Administrative Team Lead/AM

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 is a global financial services group with FinTech as its core. With our 10 major business lines, spanning Brokerage, Wealth Management, Property, Payment & Exchange, FinTech, Financial Education, Health Care, Consulting, Cloud, and Digital Marketing, Doo Group has seamlessly provided clients with comprehensive products and services across the world. Through a one-stop approach, Doo Group remains committed to helping our clients achieve an ideal financial life while moving towards a better future together!

We are looking for a hands-on and technology-oriented Administration Team Lead/Assistant Manager to oversee daily administrative and workplace operations

This role requires someone who can manage operational matters effectively, develop the team, and improve existing administrative processes through Lark, automation tools, and practical AI solutions. Candidates with experience in the brokerage, financial services, fintech, or other fast-paced industries will be highly preferred.

What You'll Be Working On

• Lead, supervise, and develop a team, including task delegation, workload planning, performance monitoring, and day-to-day guidance.
• Oversee daily office administration and workplace operations to ensure a smooth, efficient, and professional working environment.
• Review existing administrative processes and introduce practical improvements through automation tools, AI solutions, and digital workflows.
• Build and maintain automated workflows, approval processes, trackers, dashboards, and documentation using Lark and other relevant tools.
• Establish administrative SOPs, service standards, internal controls, and clear ownership across the team.
• Manage relationships with vendors, suppliers, landlords, and service providers, including contract coordination, service-quality monitoring, and cost negotiations.
• Oversee office maintenance, procurement, supplies, facilities, housekeeping, security, utilities, and workplace-related services.
• Manage travel arrangements, accommodation, transportation, meeting schedules, and other business support requirements.
• Coordinate onboarding and offboarding arrangements, including workspaces, office access, equipment, and company assets.
• Maintain accurate administrative records, contracts, reports, inventories, and digital filing systems.
• Plan and coordinate company events, employee engagement activities, internal meetings, and management visits.
• Monitor administrative budgets, expenses, procurement activities, and vendor payments, ensuring proper documentation and cost control.
• Coordinate internal communications, approvals, meeting arrangements, and cross-departmental administrative requirements.
• Ensure the team complies with company policies, administrative procedures, and relevant operational requirements.
• Prepare regular administrative reports and provide operational updates and recommendations to management.
• Handle other administrative or operational projects assigned by management.

What We're Looking For

• At least 5 years of experience in administration, office management, workplace operations, or a related function.
• Previous experience leading or supervising an administrative team is required.
• Experience within the brokerage, financial services, fintech, technology, or another fast-paced and regulated industry is highly preferred.
• Hands-on experience using Lark for collaboration, approvals, workflows, databases, or operational coordination.
• Practical experience using automation tools to improve administrative or business processes.
• Good understanding of AI tools and the ability to apply AI to build workflows, improve productivity, organize information, or automate repetitive work.
• Strong vendor management, facilities coordination, procurement, and budget-monitoring capabilities.
• Ability to develop SOPs, structure team responsibilities, and improve operational processes.
• Strong leadership, stakeholder-management, communication, and problem-solving skills.
• Highly organized, detail-oriented, and capable of managing multiple priorities.
• Able to work independently, take ownership, and operate effectively in a fast-paced environment.
• Proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Outlook.