Operations Administrator (m/w/d)

Job Description

The Administrative Executive plays a key role in ensuring smooth day-to-day office operations by providing comprehensive administrative and operational support. This position serves as a central point of contact for employees and management, supporting office efficiency, compliance, and a positive workplace environment. Fresh graduates are encouraged to apply.

Key Responsibilities

• Organize and maintain physical and digital files, records, and documentation to ensure ease of access and accuracy
• Manage office supplies, monitor inventory levels, and coordinate procurement as needed
• Assist in the preparation and tracking of budgets, invoices, and financial reports
• Answer and direct phone calls, emails, and general inquiries to the appropriate personnel
• Coordinate and schedule meetings, appointments, and calendars for executives and senior staff
• Serve as the main point of contact for employees, providing administrative support and responding to queries
• Maintain an organized, clean, and functional office environment
• Support HR-related activities, including onboarding of new hires and preparation of employee documentation, managing the work roosters and reviewing timesheets
• Assist in planning, coordinating, and executing office meetings, events, and internal activities
• Manage office layout and workspace arrangements to accommodate operational and staff needs
• Maintain accurate records such as contracts, invoices, and employee files
• Develop and implement administrative systems and processes to improve efficiency and communication
• Monitor compliance with company policies, procedures, and workplace safety standards

Location

Malaysia

Current Hay Level / Job Grade

H20

Interaction

Internal Interfaces

• O&M team
• Engineering / Technical/ Project Team
• Health, Safety & Environment (HSE) Team
• Support teams like HR, Finance, IT and Procurement team

External Interfaces

• Clients / Customers - for coordination of project updates, documentation submissions, and administrative support
• Vendors / Suppliers - for purchase orders, delivery tracking, and related documentation
• Contractors / Subcontractors - for scheduling coordination and compliance documentation

Required Qualifications

Experience/ Education

• Minimum Diploma or equivalent; Associate or Bachelor's degree in a related field is preferred
• Prior experience in office administration, executive assistance, or a related role is an advantage; fresh graduates are welcome to apply

Specific Skills/ Knowledge

• Demonstrates strong organizational and time management capabilities, with the ability to effectively manage multiple priorities simultaneously
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Excellent verbal and written communication skills, with the ability to collaborate effectively in a hybrid working environment
• Proactive, adaptable, and solutions-driven, with a continuous improvement mindset
• Strong attention to detail and the ability to work independently with minimal supervision
• Committed to fostering an inclusive environment and contributing to a positive team culture
• Strong operational and business acumen, with a solid understanding of end-to-end operations, cost drivers, KPIs, and the impact of safety, reliability, and performance on business outcomes and customer satisfaction
• Demonstrates the ability to influence compliance and risk management practices, particularly in health, safety, and environmental standards, to ensure regulatory adherence and business continuity
• Drives operational efficiency, service excellence, and continuous improvement through effective collaboration with internal stakeholders and external partners

Specific Business Understanding & Influences

• Basic Operational Awareness: Demonstrates understanding of project workflows, timelines, and key deliverables, and how administrative support contributes to smooth project execution
• Compliance & Process Adherence: Follows established procedures and supports documentation control to ensure alignment with internal policies, contractual requirements, and basic regulatory standards
• Coordination & Support Impact: Contributes to team efficiency by ensuring accurate data, timely updates, and effective coordination with stakeholders, supporting overall project performance