Personal Assistant - Office Operations

WIT Venture Sdn Bhd; Kuala Lumpur; On-site; MYR 56,000 - 100,000; Full time

Job summary

WIT Venture Sdn Bhd seeks an experienced Operations Coordinator to translate management directives into actionable plans and drive timely execution across various teams. You will own assignments from initiation to completion, ensuring clear ownership, deadlines and progress updates to management.

The role requires 3–5 years in operations or related fields, with strong supervisory experience; experience in hospitality, property management or hotel operations is a plus.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, Hospitality, Operations Management or a related field.
• 3–5 years of working experience in operations, management, hospitality, business administration, project management or a similar environment.
• Candidates with strong supervisory or HOD experience will have an advantage.
• Experience in short-term rental, hospitality, property management, hotel operations or service-related industries is an added advantage.

Responsibilities

• Execute and follow through on tasks, instructions and initiatives assigned by Management.
• Deliver Management's direction into clear action plans, priorities and deadlines.
• Take ownership of assigned matters from initiation through to completion.
• Ensure tasks are properly followed up and do not remain pending without action.
• Provide timely updates to Management on progress, challenges and outcomes.
• Coordinate with relevant teams to ensure smooth execution of business and operational matters.
• Drive cross-functional tasks and ensure proper communication between teams.
• Monitor ongoing matters and identify delays, gaps or issues requiring attention.
• Ensure Management's decisions are properly communicated and implemented.
• Lead and coordinate team members when assigned to oversee a department, function or project.
• Allocate tasks, set priorities and monitor team execution.
• Ensure team members understand their responsibilities and deadlines.
• Monitor performance, accountability and work quality.
• Take appropriate action when execution or performance falls below expectations.
• Identify operational and business problems at an early stage.
• Investigate issues and determine the root cause.
• Propose practical solutions rather than simply reporting problems.
• Take immediate action within the authority given.
• Escalate matters requiring Management's decision with the relevant facts and proposed solutions.
• Follow through until the issue is fully resolved.
• Assist Management in driving new initiatives, projects and business improvements.
• Coordinate relevant internal teams and external parties where required.
• Monitor project timelines, deliverables and responsibilities.
• Ensure assigned projects are implemented according to Management's direction.
• Take ownership of urgent or ad-hoc assignments as required.
• Monitor the progress and completion of assigned tasks.
• Ensure clear ownership, deadlines and expected outcomes are established.
• Identify recurring issues and recommend improvements.
• Maintain a high level of urgency, discipline and accountability in execution.
• Ensure work is completed to the Company's required standards.
• Identify inefficiencies, operational gaps and unnecessary processes.
• Recommend practical improvements to Management.
• Assist in developing and implementing SOPs, workflows and control measures.
• Support the Company in improving productivity, service quality and operational efficiency.
• Provide concise and accurate updates on assigned matters.
• Highlight completed, pending, delayed and critical matters.
• Report significant operational risks or issues promptly.
• Ensure Management has sufficient information to make decisions and take action.

Education

Diploma or Bachelor's Degree in Business Administration, Management, Hospitality, Operations Management or a related field

Job description

Execute and follow through on tasks, instructions and initiatives assigned by Management.

Deliver Management's direction into clear action plans, priorities and deadlines.

Take ownership of assigned matters from initiation through to completion.

Ensure tasks are properly followed up and do not remain pending without action.

Provide timely updates to Management on progress, challenges and outcomes.

2. Operations & Business Coordination

Coordinate with relevant teams to ensure smooth execution of business and operational matters.

Drive cross-functional tasks and ensure proper communication between teams.

Monitor ongoing matters and identify delays, gaps or issues requiring attention.

Ensure Management's decisions are properly communicated and implemented.

Lead and coordinate team members when assigned to oversee a department, function or project.

Allocate tasks, set priorities and monitor team execution.

Ensure team members understand their responsibilities and deadlines.

Monitor performance, accountability and work quality.

Take appropriate action when execution or performance falls below expectations.

4. Problem Solving & Escalation

Identify operational and business problems at an early stage.

Investigate issues and determine the root cause.

Propose practical solutions rather than simply reporting problems.

Take immediate action within the authority given.

Escalate matters requiring Management's decision with the relevant facts and proposed solutions.

Follow through until the issue is fully resolved.

5. Project & Special Assignment Management

Assist Management in driving new initiatives, projects and business improvements.

Coordinate relevant internal teams and external parties where required.

Monitor project timelines, deliverables and responsibilities.

Ensure assigned projects are implemented according to Management's direction.

Take ownership of urgent or ad-hoc assignments as required.

6. Performance & Accountability

Monitor the progress and completion of assigned tasks.

Ensure clear ownership, deadlines and expected outcomes are established.

Identify recurring issues and recommend improvements.

Maintain a high level of urgency, discipline and accountability in execution.

Ensure work is completed to the Company's required standards.

7. Process & Continuous Improvement

Identify inefficiencies, operational gaps and unnecessary processes.

Recommend practical improvements to Management.

Assist in developing and implementing SOPs, workflows and control measures.

Support the Company in improving productivity, service quality and operational efficiency.

8. Management Reporting

Provide concise and accurate updates on assigned matters.

Highlight completed, pending, delayed and critical matters.

Report significant operational risks or issues promptly.

Ensure Management has sufficient information to make decisions and take action.

JOB REQUIREMENT

Diploma or Bachelor's Degree in Business Administration, Management, Hospitality, Operations Management or a related field.

3–5 years of working experience in operations, management, hospitality, business administration, project management or a similar environment.

Candidates with strong supervisory or HOD experience will have an advantage.

Experience in short-term rental, hospitality, property management, hotel operations or service-related industries is an added advantage.

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Commercial & Industrial Property Management 11-50 employees

We strive for continuous improvement to foster long-term careers and supporting our people in achieving their professional goals.

Over the years, the Company has successfully delivered a diverse portfolio of prestigious projects, encompassing luxury hotels, high-end residential developments, corporate offices for multinational organizations, as well as facilities for government ministries, universities and hospitals. Our strong focus on understanding client requirements and our commitment to delivering excellence have fostered long-term client relationships and a high level of repeat business.

We strive for continuous improvement to foster long-term careers and supporting our people in achieving their professional goals.

Over the years, the Company has successfully delivered a diverse portfolio of prestigious projects, encompassing luxury hotels, high-end residential developments, corporate offices for multinational organizations, as well as facilities for government ministries, universities and hospitals. Our strong focus on understanding client requirements and our commitment to delivering excellence have fostered long-term client relationships and a high level of repeat business.