Operations Executive

VHR Consultancy; Kuala Lumpur; On-site; MYR 42,000 - 60,000; Full time

Job summary

VHR Consultancy is seeking an organised Operations Executive in Kuala Lumpur to join a growing project engineering team. You will drive daily office operations, coordinate travel for overseas guests and liaise with internal teams, vendors and partners to ensure smooth project delivery.

The role requires 1–3 years in admin/ops, a degree in a related field, and strong communication skills in English and Bahasa Malaysia.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Operations Management, Engineering or related field.
• 1–3 years of experience in administration, office operations, operations coordination or executive support.
• Experience in an SME, startup, engineering or construction environment is an added advantage.
• Strong organisational, multitasking and problem-solving abilities.
• Resourceful, proactive and able to work independently with minimal supervision.
• Confident in communicating and coordinating with different stakeholders.
• Good command of English and Bahasa Malaysia; Mandarin or Cantonese is an advantage.
• Proficient in Microsoft Office and Google Workspace.
• Possess a valid driving licence and own transport is preferred.

Responsibilities

• Oversee daily office operations and ensure smooth administrative workflows.
• Coordinate internal operational requirements and maintain office facilities and equipment.
• Support management in various operational matters and ad-hoc assignments.
• Coordinate travel arrangements for overseas guests, including flights, accommodation, airport transfers and local transportation.
• Arrange dining itineraries and provide on-the-ground hospitality to visiting clients and business partners.
• Liaise with internal engineering teams, external project partners, vendors and overseas stakeholders.
• Coordinate meetings, appointments and project briefings, including preparation of relevant documentation.
• Source and liaise with suppliers, contractors and service providers.
• Obtain and compare quotations, negotiate pricing and coordinate procurement activities.
• Monitor supplier performance, delivery timelines and operational expenses.
• Maintain company records, contracts, invoices, procurement documents, licences and permits.
• Establish and maintain systematic digital and physical filing systems.
• Provide administrative and operational support to management as required.

Skills

Organisational skills

Multitasking

Problem solving

Proactive

Independent work

Communication

English

Bahasa Malaysia

Education

Diploma or Bachelor's Degree in Business Administration/Operations/Engineering

Tools

Microsoft Office

Google Workspace

Job description

Our client, a newly established project engineering company, is looking for a proactive, resourceful and well-organised Operations Executive to join its growing team.

This is an exciting opportunity for someone who enjoys taking initiative, solving problems and managing different aspects of business operations. You will play an important role in ensuring the smooth running of daily operations while working closely with management, internal teams, vendors and overseas stakeholders.

If you are someone who is sharp, independent and able to think on your feet, we'd love to hear from you!

Key Responsibilities

1. Office & Daily Operations

• Oversee daily office operations and ensure smooth administrative workflows.
• Coordinate internal operational requirements and maintain office facilities and equipment.
• Support management in various operational matters and ad-hoc assignments.

2. Travel & Guest Hospitality

• Coordinate travel arrangements for overseas guests, including flights, accommodation, airport transfers and local transportation.
• Arrange dining itineraries and provide on-the-ground assistance and hospitality to visiting clients and business partners.

3. Stakeholder Coordination

• Liaise with internal engineering teams, external project partners, vendors and overseas stakeholders.
• Coordinate meetings, appointments and project briefings, including preparation of relevant documentation.
• Source and liaise with suppliers, contractors and service providers.
• Obtain and compare quotations, negotiate pricing and coordinate procurement activities.
• Monitor supplier performance, delivery timelines and operational expenses.

5. Documentation & Administration

• Maintain company records, contracts, invoices, procurement documents, licences and permits.
• Establish and maintain systematic digital and physical filing systems.
• Provide administrative and operational support to management as required.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Operations Management, Engineering or a related discipline.
• 1–3 years of experience in administration, office operations, operations coordination or executive support.
• Experience in an SME, startup, engineering or construction environment will be an added advantage.
• Strong organisational, multitasking and problem-solving abilities.
• Resourceful, proactive and able to work independently with minimal supervision.
• Confident in communicating and coordinating with different stakeholders.
• Good command of English and Bahasa Malaysia. Mandarin or Cantonese is an advantage.
• Proficient in Microsoft Office and Google Workspace.
• Possess a valid driving licence and own transport is preferred.

What We're Looking For

• We are looking for someone who is:
• Resourceful & Sharp: Able to think independently and find practical solutions.
• Proactive: Takes ownership and gets things done without constant supervision.
• Well-organised: Able to manage multiple responsibilities and competing priorities.
• People-oriented: Comfortable interacting with clients, vendors and overseas visitors.
• Adaptable: Enjoys a dynamic working environment where responsibilities go beyond a typical administrative role.

What's in It for You?

• Opportunity to join a newly established and growing engineering business.
• Broad exposure to business operations and management.
• Hands-on involvement in building operational processes and workflows.
• Opportunity to grow alongside the business.