Office Operation Executive

Kairous Capital Sdn Bhd; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

Kairous Capital Sdn Bhd is seeking a proactive Office Administrator to manage day-to-day operations, support Partners, and coordinate HR, finance, and facilities. The role involves handling travel arrangements, document filing, event support, and vendor coordination in a fast-paced regional investment firm with offices in Malaysia, Hong Kong, and Shanghai.

The ideal candidate will have strong organization, multilingual communication skills (English, Mandarin, Malay), and proficiency in MS Excel,

Qualifications

• Experience in general office operations and administrative duties.
• Strong communication and interpersonal skills.
• Proficiency in Excel and basic data handling.

Responsibilities

• Monitor and replenish office supplies, cleaning kits, and pantry items.
• Handle renewal of office-related licenses and permits.
• Coordinate and print name cards for staff; book travel for staff.
• Act as Personal Assistant to Partners, including scheduling and correspondence.
• Assist in planning internal company events and liaise with vendors.
• Maintain office keys and building access; coordinate printer maintenance and invoicing.
• Organise scanned letters and documents for the Hong Kong office.
• Submit HRDF training applications and support HR tasks.
• Assist with non-confidential HR-related administrative work.

Skills

Office management

Administrative support

MS Excel

Multilingual communication

Tools

MS Excel

Job description

We are a regional investment firm with experienced professionals in both venture capital and private equity sectors. We focus on investing in mid-sized companies in Greater China and ASEAN region that aims to disrupt existing industry through technology.

We believe that technology will bring significant impact to businesses within the region for the next decades and we are ready to be part of it. Our team goes beyond capital provision to manage investments and create value for investees, increasing their chances of success. Our experienced investment team emphasizes on initiatives to build strong fundamentals that drive growth, enhance profitability and improve asset efficiency.

As a cross-border investment partner, we serve as the strategic bridge between Greater China and the ASEAN region, with a proven track record of facilitating successful regional expansions.

About The Job

Office Operations

Inventory Management

Monitor and replenish office supplies, cleaning kits, and pantry items.

Licensing & Compliance

Handle renewal of office-related licenses and permits.

Administrative Support

Coordinate and print name cards for staff.

Book air tickets and hotel accommodations for traveling staff.

Act as Personal Assistant (PA) to Partners, handling scheduling, correspondence, and administrative needs.

Event Support

Assist in planning and organising internal company events.

Office Equipment & Facilities

Liaise with printer technicians for maintenance or breakdowns.

Issue printer billing to co-working staff.

Manage office keys and building access cards.

Document Management

Organise scanned letters and documents for the Hong Kong office, ensuring proper digital filing and categorisation

HRDF Training Applications

Submit and track employee training applications under the Human Resource Development Fund (HRDF).

Ad Hoc Office Tasks

Support miscellaneous or urgent tasks as requested by management, including coordination with vendors, document filing, and general administrative duties.

Finance Operations

Corporate Secretarial Coordination

Liaise with company secretary or corporate agent for company incorporations and board resolution documentation.

Invoicing

Issue invoices to intercompany entities and external clients.

Ad Hoc Finance Tasks

Assist in document collation or coordination relating finance operations as needed.

HR Support

Employee Onboarding

Prepare welcome kits and coordinate basic onboarding logistic (e.g.seating, office keys, access cards)

Meeting & Training Calendar Management

Schedule HR-related meetings, training sessions, and team events

Submit and track employee training applications under the HRDF.

Employee Engagement

Support HR in organising staff engagement activities or celebrations

Ad Hoc HR Support

Assist with non-confidential HR-related administrative work as needed

Who are we looking for?

We are looking for a proactive, grow-minded individual who thrives in a dynamic, fast-paced environment. If you possess these traits, you will take ownership and responsibility of your growth , and have a strong drive for excellence.

Experience in financial accounting and treasury operations.

Strong analytical and problem-solving skills.

Excellent organisational and time management skills.

Ability to work independently and as part of a team.

Strong communication and interpersonal skills.

Excellent written and verbal communication skills in English, Mandarin and Malay (written and verbal)

Proficiency in spreadsheets - Ms.Excel

Ability to multi-task and work under a dynamic and challenging environment.

We are a regional based Private Equity and Venture Capital firm with offices in Malaysia, Hong Kong and Shanghai, backed by a team of highly experienced professionals and established industry players. Our partners have combined experiences of more than 40 years in investments and corporate finance exercises across South East Asia and the Greater China. We cover investments in the Private Equity and Venture Capital area and particularly specialize in the technology space.

We are aggressively expanding the team due to the unprecedented number of investment opportunities.

We are a regional based Private Equity and Venture Capital firm with offices in Malaysia, Hong Kong and Shanghai, backed by a team of highly experienced professionals and established industry players. Our partners have combined experiences of more than 40 years in investments and corporate finance exercises across South East Asia and the Greater China. We cover investments in the Private Equity and Venture Capital area and particularly specialize in the technology space.

We are aggressively expanding the team due to the unprecedented number of investment opportunities.