Office and Operations Executive

Top Beraten Malaysia Sdn. Bhd.; Kuala Lumpur; Hybrid; MYR 100,000 - 150,000; Full time

Job summary

A leading professional services firm is seeking an Office & Operations Executive to manage office operations, administration, and client support. The ideal candidate should have proven experience in office management, strong organizational skills, and familiarity with tools like Xero and Slack. This role combines high-level coordination with practical tasks and offers an attractive remuneration package, comprehensive benefits, and flexible work arrangements.

Benefits

Attractive remuneration package

Performance-based bonuses

Comprehensive health and wellness benefits

Ongoing professional development opportunities

Collaborative and supportive team culture

Qualifications

• Proven experience in administration, office management, or operations.
• Experience in a consulting or small-team environment preferred.
• Willingness to be mostly office-based and hands-on.

Responsibilities

• Manage all daily office and administrative operations.
• Coordinate with external accountants and service providers for compliance.
• Support consultants with project coordination and administrative tasks.

Skills

Administration

Office management

Organisational skills

Professional communication

Experience with cloud-based tools

Tools

Xero

Slack

Asana

Canva

HubSpot

MailChimp

Job description

About us

Top Beraten Malaysia Sdn. Bhd. is a leading professional services firm specialising assisting foreign investment projects into Malaysia, for clients across a wide range of industries. With a strong presence in Kuala Lumpur, we are known for our innovative approach, exceptional client service, and commitment to delivering tangible business outcomes. Join us as we continue to grow and make a meaningful impact on the companies and communities we serve.

Employment Type: Full-time

Work Arrangement: Office-based with occasional hybrid flexibility

Job Description

Top Beraten is a professional consulting firm. We are seeking a hands‑on Office & Operations Executive to manage end‑to‑end office operations, administration, finance coordination, compliance, and client‑facing support.

This is a key all‑rounder role in a lean organisation with no internal operations team. The successful candidate must be comfortable handling both high‑level coordination and practical office tasks.

Key Responsibilities

• Manage all daily office and administrative operations
• Ensure office premises are organised, functional, and presentable
• Handle practical office tasks (coffee machine, pantry, plants, vendors, supplies)
• Prepare quotations, invoices, and billing cycles in Xero
• Follow up on payments and maintain accurate financial records using Xero
• Coordinate with external accountants, auditors, tax agents, and service providers on company compliance
• Handle basic compliance matters including liaison with LHDN, DBKL and similar
• Maintain structured filing systems and ensure a central source of truth
• Support consultants with project coordination and administrative tasks
• Maintain overview of projects, timelines, and documentation
• Act as a client‑facing point of contact for administrative and operational matters
• Support client onboarding, scheduling, and follow‑ups
• Prepare and distribute announcements, newsletters, and updates with diverse tools
• Support internal communications, CRM, and marketing tools (Canva, HubSpot, MailChimp)
• Organise internal team activities and support company culture
• Assist where needed in certain HR related support functions
• Manage the schedule of the Managing Director as well as booking of transportation services

Requirements

• Proven experience in administration, office management, or operations
• Experience in a consulting, professional services, or small‑team environment preferred
• Hands‑on experience with cloud‑based tools such as Slack, Asana, Xero, HREasily
• Experience handling invoicing, accounting coordination, audits, and compliance
• Strong organisational and multitasking skills
• Professional communication skills (written and verbal)
• Willingness to be mostly office‑based and hands‑on

Personal Attributes

• High sense of ownership and accountability
• Comfortable handling both senior‑level coordination and practical tasks
• Reliable, detail‑oriented, and discreet
• Proactive, calm, and solutions‑focused
• Client‑focused and service‑oriented
• Friendly demeanour with passion for spreading cheer

What we offer

• Attractive remuneration package with performance‑based bonuses
• Comprehensive health and wellness benefits
• Ongoing professional development opportunities
• Flexible work arrangements to support work‑life balance
• Collaborative and supportive team culture