Operational Assistant

Parkopedia; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

A global urban mobility company is seeking an Operational Assistant in Kuala Lumpur. This role involves providing administrative support, managing invoices, and coordinating logistics. Ideal candidates have 5-10 years of experience in operations or finance, possess strong organizational and communication skills, and are adept at multitasking in a fast-paced environment. Immediate starters preferred.

Qualifications

• 5 to 10 years of experience in operational, administrative, or finance support roles.
• Strong organizational skills to manage multiple tasks.
• Attention to detail to ensure accuracy in documentation.
• Excellent communication skills for effective collaboration.
• Ability to handle various responsibilities simultaneously.
• Problem-solving skills to analyze situations and contribute to solutions.
• Proficient in relevant software for data management and reporting.

Responsibilities

• Provide administrative and organizational support for daily operations.
• Handle payments, filing, updating records, and managing office supplies.
• Liaise with shipping companies for inbound shipments and prepare outbound shipments.
• Coordinate meetings and support project planning for management.
• Prepare reports on operational activities for senior staff.
• Ensure adherence to company policies and local authorities' compliance.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking ability

Problem-solving skills

Tech-savvy

Education

Experience in operational, administrative, or finance support roles

Tools

Microsoft Office

Google Suite

Job description

We’ve signed up to an ambitious journey. Join us!

As Arrive, we guide customers and communities towards brighter futures and more livable cities, it isn’t a challenge just anyone could take on. Luckily, we have something to help us make it happen. Our people and our values. We Arrive Curious, Focused and Together. Just as our entire brand is inspired by the North Star, the shining light leading travelers to their destinations since time began, our values guide us. They help us be at our best. For our customers. For the cities and communities we serve. For ourselves. As a global team, we are transforming urban mobility. Let’s grow better, together.

The Role

The Operational Assistant reports to the Sales & Operation Manager. The role consists in providing administrative and organizational support to maintain smooth daily business operations, performing tasks like managing records, managing invoicing (incoming and outgoing), preparing reports on company cash flow and receivables, liaising with departments, and supporting team members. The successful candidate will have to demonstrate a broad set of skills and their ability to adapt and perform various tasks related to admin, finance and logistic matters.

How to Make an Impact

Administrative & Finance Support:

Handling daily tasks such as following up on payments dues to suppliers and dues from customers, filing, updating records, and managing office supplies.

Logistics Support:

Have sufficient knowledge or ability to learn how to liaise with shipping companies and customs for inbound shipment (handle import permit application). Also prepare outbound light shipments from time to time.

Coordination:

Liaising with different internal and external stakeholders to ensure clear communication and seamless workflow.

Scheduling and Planning:

Maintaining and updating schedules, coordinating meetings, and supporting the management team in project planning.

Reporting:

Preparing regular reports on operational activities to share with senior staff.

Compliance and Procedures:

Ensuring adherence to company policies, procedures, health and safety codes. Also ensure of company's compliance with local authorities (perform monthly payments to the tax authorities, assist in preparing annual financial statement together with company auditor & other compliance documentation).

Record Keeping:

Organizing and maintaining company databases and records related to business operations.

About you

You are organized, detail-oriented, and a strong communicator who thrives in a multi-cultural environment. You're a team player with excellent multitasking abilities and problem-solving skills. You're tech-savvy, self-confident, and able to work independently with minimum supervision. You're a quick learner who is willing to accept challenges and contribute to process improvement.

Your background

We don't expect you to tick every box, but here's what would make you successful in this role:

• 5 to 10 years of experience in operational, administrative, or finance support roles.
• Strong organizational skills to manage multiple tasks and maintain order within various processes.
• Attention to detail to ensure accuracy in reports, records, and other documentation.
• Excellent communication skills for effective collaboration with colleagues, management, and external partners.
• Multitasking ability to handle various responsibilities simultaneously and efficiently.
• Problem-solving skills to analyze situations and contribute to solutions for operational challenges.
• Tech savvy with proficiency in relevant software, such as Microsoft Office, Google Suite, for data management and reporting.
• Team player, willing to work in a small team and a multi-cultural environment.
• Willing to learn & a quick learner.
• Self-confident, self-disciplined & able to work independently with minimum supervision.
• Must be able to speak and explain clearly in English.
• Willing to accept challenges and work together to contribute in the process improvement.
• Immediate starter will be an advantage.