Operations Administrator

WhatIf Solutions; Penang; On-site; MYR 40,000 - 50,000; Full time

Job summary

A tech solutions company in Malaysia is seeking a proactive Operations Administrator to facilitate project execution and departmental coordination. Ideal candidates possess strong organizational skills and a degree in Business Administration or related fields. Responsibilities include supporting project tracking tools, preparing operational documents, and coordinating with clients and vendors. Fresh graduates eager to learn are encouraged to apply. Competitive opportunities for growth are promised.

Qualifications

• Recent graduates are encouraged to apply with a positive attitude and discipline.
• Candidates should be organized and detail-oriented.

Responsibilities

• Assist in tracking projects and resource allocation.
• Prepare operational documents like quotations and invoices.
• Support client and vendor onboarding with documentation.

Skills

Strong organizational skills

Attention to detail

Good written and verbal communication skills

Proficient in Microsoft Office / Google Workspace

Willingness to learn

Education

Diploma or Degree in Business Administration, Operations, IT, or related fields

Tools

ClickUp

Notion

Job description

We are looking for a proactive and detail-oriented Operations Administrator to support the daily execution of projects, coordination between departments, and client-facing delivery processes. This role is ideal for someone eager to learn how digital and IoT solution companies operate — and grow into a key part of our operational backbone.

Key Responsibilities

• 🔹 Project & Delivery Support

  • Assist the project coordinator in tracking timelines, deliverables, and resource allocation.

  • Help maintain project tracking tools (e.g., ClickUp), including status updates and reports.

  • Follow up on client change requests, documentation, and deployment support.

• 🔹 Internal Operations & Admin

  • Prepare and organize operational documents such as quotations, invoices, POs, and delivery orders.

  • Support coordination between engineering, sales, admin, and support teams.

  • Maintain and update internal SOPs, checklists, and templates.

• 🔹 Client & Vendor Coordination

  • Support onboarding of new clients or partners with proper documentation and tracking.

  • Help ensure smooth communication for scheduled meetings, handovers, and feedback loops.

  • Work closely with business admin and project coordinator for compliance and documentation control.

Requirements

• Diploma or Degree in Business Administration, Operations, IT, or related fields.

• Strong organizational skills and attention to detail.

• Good written and verbal communication skills.

• Proficient in Microsoft Office / Google Workspace.

• Comfortable learning tools like ClickUp, Notion, or simple ERP/CRM systems.

• Fresh graduates are encouraged to apply — attitude, discipline, and willingness to learn matter most.

Nice to Have

• Exposure to tech/digital/engineering project environments.

• Understanding of basic project management or admin documentation.