Service Operations Administrator

Gradiant; Puchong; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading water solutions company in Malaysia is seeking an Administrative Support role focused on procurement documentation and invoice processing. The ideal candidate should have a diploma in Business Administration and 1-3 years of experience in a similar role. Proficiency in SAP and Microsoft Office is essential. This position offers an office-based environment with opportunities for career growth.

Qualifications

• Basic understanding of procurement processes and accounts payable functions.
• 1-3 years of experience in an administrative or office support role.
• Exposure to procurement and invoice processing.

Responsibilities

• Process Purchase Requisitions and Purchase Orders accurately.
• Verify and validate service invoices against Purchase Orders.
• Manage stock levels of spare parts and consumables.

Skills

Organizational & Time Management

Attention to Detail

Computer Proficiency

Communication

Problem-Solving

Interpersonal Skills

Proactive & Independent

Education

Sijil Pelajaran Malaysia (SPM) / Sijil Tinggi Persekolahan Malaysia (STPM)

Diploma in Business Administration or related field

Tools

SAP

Microsoft Office Suite

Job description

Gradiant is a Different Kind of Water Company. With a full suite of differentiated and proprietary end-to-end solutions for advanced water and wastewater treatment powered by the top minds in water, the company serves its clients’ mission‑critical operations in the world’s essential industries, including semiconductors, pharmaceuticals, food & beverage, lithium and critical minerals, and renewable energy. Gradiant’s innovative solutions reduce water used and wastewater discharged, reclaim valuable resources, and renew wastewater into freshwater. The Boston‑headquartered company was founded at MIT and has over 1,400 employees worldwide.

Discover us at gradiant.com.

Key Responsibilities

Procurement Documentation Processing

• Receive and process Purchase Requisitions (PRs) from various locations, ensuring accuracy, completeness, and adherence to company procurement policies.
• Generate Purchase Request (PR) and issue Purchase Orders (POs) to approved vendors based on approved PRs, ensuring proper authorization and data entry into the system.
• Track and follow up on POs with vendors to ensure timely delivery of goods or services as per agreements.
• Process Goods Receipts (GRs) upon verification of goods or services delivery, coordinating with relevant internal departments to confirm receipt and quality.
• Ensure accurate data entry into systems SAP, Sales Order, GRN and etc.
• Assist with audit preparation and ensure compliance with environmental and safety standards.

Service Invoice Processing

• Receive, verify, and validate service invoices against corresponding Purchase Orders (POs) and Goods Receipts (GRs).
• Identify and resolve any discrepancies or issues with invoices by liaising effectively with vendors, internal departments (e.g., operations, engineering), and the finance team.
• Prepare and compile service invoices and supporting documentation for submission to the finance department for timely payment processing.

General Documentation Management

• Establish and maintain highly organized physical and digital filing systems for all procurement, financial, and general office documents.
• Ensure accurate data entry and systematic archiving of records, facilitating easy retrieval when needed.
• Assist in preparing summary reports related to procurement activities, expenditure tracking, or other administrative data as requested.

Administrative & Office Support

• Manage and monitor stock levels of spare parts, consumables and chemicals used in service works and initiate purchase requisitions to ensure adequate inventory.
• Create and track material requisitions for service jobs.
• Support inventory reconciliation and stock‑taking for service‑related items
• Handle incoming and outgoing mail, packages, and courier services.
• Assist with scheduling meetings, preparing meeting rooms, and taking minutes as required.
• Provide general reception duties and support to visitors, ensuring a professional and welcoming environment.
• Contribute to maintaining overall office cleanliness, organization, and tidiness.

Compliance & Record-Keeping

• Adhere strictly to all company policies and procedures regarding procurement, finance, data privacy, and record retention.
• Ensure all documentation is processed accurately and promptly to meet internal deadlines and support auditing requirements.

Qualifications

• Sijil Pelajaran Malaysia (SPM) / Sijil Tinggi Persekolahan Malaysia (STPM) qualification.
• Diploma in Business Administration, Office Management, Finance, Accounting, or a related field from a recognized Malaysian institution is preferred.
• Basic understanding of procurement processes and accounts payable functions.

Experience

• Minimum of 1‑3 years of proven experience in an administrative, clerical, or office support role, with demonstrable exposure to procurement and invoice processing.
• Prior experience using Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, Microsoft Dynamics) or dedicated procurement/accounting software is a strong advantage.

Skills

• Organizational & Time Management: Excellent ability to prioritize tasks, manage multiple deadlines, and maintain highly organized records.
• Attention to Detail: Meticulous accuracy in data entry, document verification, and reconciliation.
• Computer Proficiency: Highly proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Communication: Good verbal and written communication skills in both Bahasa Malaysia and English to interact effectively with colleagues, vendors, and clients.
• Problem‑Solving: Ability to identify discrepancies, investigate issues, and propose practical solutions.
• Interpersonal Skills: Strong ability to work collaboratively within a team and build good relationships with external vendors.
• Proactive & Independent: Takes initiative in managing tasks and can work with minimal supervision.

Working Conditions

• Primarily an office‑based role during standard business hours.
• May involve occasional requirements for extended hours to meet deadlines.
• Standard office environment with typical demands.

Gradiant is an equal opportunity employer. Qualified applicants will be considered without regards to race, color, region, creed, gender, identity, marital status, national origin, age, veteran status, disability, or any other protected class.