Business Operations Co-ordinator

VISEO ASIA; Petaling Jaya; Presencial; MYR 33 000 - 60 000; Tempo integral

Resumo da oferta

VISEO ASIA is seeking a detail-oriented Operations Administrator to support onboarding, contract administration, timesheet checks, invoicing, and legal documentation for consultants and client engagements. The role focuses on coordinating multiple streams with internal teams and clients to ensure accuracy and compliance.

The ideal candidate has a diploma or bachelor’s, 0–2 years’ experience, strong Excel/MS Office skills, and excellent communication.

Qualificações

• Diploma or Bachelor's degree in Business Administration, Finance, Management, Operations, or a related discipline.
• Fresh graduates or candidates with 1–2 years of relevant working experience are welcome to apply.
• Strong attention to detail and good organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and coordination skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with contract administration, invoicing, timesheet management, or professional services operations would be an advantage.
• Able to handle confidential and sensitive information with professionalism.
• Good command of written and spoken English; additional language capabilities may be an advantage depending on business requirements.

Responsabilidades

• Coordinate onboarding for consultants assigned to client engagements.
• Prepare and collect onboarding documents, ensuring client compliance.
• Coordinate with consultants, internal teams, and clients on onboarding.
• Manage consultant offboarding, collect docs, finish admin procedures.
• Maintain records of assignments, onboarding, and offboarding.

Conhecimentos

Attention to detail

Organizational skills

Communication

MS Office

Excel

Formação académica

Diploma or Bachelor’s degree

Ferramentas

Microsoft Excel

Microsoft Word

PowerPoint

Descrição da oferta de emprego

• Coordinate the onboarding process for consultants assigned to client engagements.
• Prepare and collect required onboarding documents and ensure compliance with client requirements.
• Coordinate with consultants, internal teams, and clients regarding onboarding status and requirements.
• Manage consultant offboarding processes, including collection of required documentation and completion of administrative procedures.
• Maintain accurate records of consultant assignments, onboarding, and offboarding activities.

Contract and Engagement Administration

• Monitor consultant and client contract expiry dates.
• Support contract renewal and extension processes.
• Coordinate with internal stakeholders and clients on required contract documentation.
• Maintain an accurate register of contracts, Statements of Work (SOWs), amendments, and related agreements.
• Follow up on pending approvals and signatures.

Timesheet Management

• Review and validate consultant timesheets for completeness and accuracy.
• Follow up with consultants and relevant stakeholders on missing or incorrect timesheets.
• Consolidate timesheet information for billing and internal reporting purposes.
• Ensure timesheets are submitted and approved in accordance with internal and client requirements.

Invoice Validation and Billing Support

• Validate invoices against approved timesheets, contracts, SOWs, and applicable billing rates.
• Support the consolidation of billing information and preparation of supporting documents.
• Coordinate with internal finance teams to resolve billing discrepancies.
• Track invoice submission and payment status where required.
• Maintain proper records of invoices and supporting documentation.

Legal and Corporate Documentation Support

• Assist in the preparation, processing, and administration of standard legal and contractual documents.
• Coordinate the review and execution process for agreements and other legal documents.
• Maintain an organized repository of executed contracts and legal documentation.
• Ensure documentation is properly tracked and filed in accordance with internal procedures.
• Liaise with internal legal, finance, HR, and management teams on documentation-related matters.

Sales Operations and Administrative Support

• Maintain accurate operational data and records related to clients, consultants, contracts, and engagements.
• Prepare operational reports and status updates as required.
• Support the sales team with administrative coordination and documentation.
• Assist with process improvement and standardization of operational procedures.
• Perform other sales operations and administrative duties as assigned.

PROFILE

• Diploma or Bachelor's degree in Business Administration, Finance, Management, Operations, or a related discipline.
• Fresh graduates or candidates with 1–2 years of relevant working experience are welcome to apply.
• Strong attention to detail and good organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and coordination skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with contract administration, invoicing, timesheet management, or professional services operations would be an advantage.
• Able to handle confidential and sensitive information with professionalism.
• Good command of written and spoken English; additional language capabilities may be an advantage depending on business requirements.