Admin & Operations Executive

About SmartB

SmartB Solutions is a Malaysian technology company specializing in ERP software, AI solutions, business process improvement, and digital transformation.

We help businesses improve their operations through technology, automation, and smarter business processes.

We are looking for a reliable, organized, and resourceful Admin & Operations Executive to support our daily business operations and help ensure the smooth running of the company.

Key Responsibilities

• Oversee daily administrative activities to ensure smooth office operations.
• Coordinate office supplies, pantry, facilities, maintenance, and general workplace needs.
• Manage correspondence, documentation, filing, and general administrative records.
• Coordinate with vendors, service providers, and other external parties.
• Work closely with the junior administrative staff to coordinate responsibilities, ensure task coverage, and provide mutual support.
• Handle ad hoc administrative matters and operational requirements as they arise.

• Support day-to-day HR administration, including employee records, attendance, leave, and HR documentation.
• Coordinate recruitment activities, interview arrangements, and candidate communications.
• Assist with employee onboarding, offboarding, and other employment-related administration.
• Maintain accurate HR records and support the effective use of HR systems.
• Coordinate employee training and other HR-related administrative requirements.

• Liaise with government departments, regulatory authorities, banks, and other external organizations on administrative matters.
• Assist with government incentives, grants, applications, renewals, and related documentation.
• Coordinate the preparation and submission of required forms, supporting documents, and applications.
• Monitor important deadlines and follow up on outstanding submissions.
• Support company compliance, certification, and audit-related administrative requirements.

• Assist the Finance team with basic accounting-related administration, documentation, and follow-ups.
• Coordinate invoices, receipts, bank statements, and supporting financial documents.
• Support basic bookkeeping, reconciliation follow-ups, and audit preparation when required.
• Liaise with banks and financial institutions on routine administrative matters.
• Ensure financial and administrative documents are properly organized and maintained.

Basic accounting knowledge is preferred, although this is not primarily an accounting position.

• Handle incoming calls, general inquiries, and appointment arrangements.
• Support Directors and management with calendar coordination, meeting arrangements, and administrative requests.
• Follow up with internal teams to ensure assigned administrative matters are completed.
• Assist with operational reporting, documentation, and coordination between departments.
• Take on additional responsibilities and ad hoc assignments based on changing business needs.

• Opportunity to work in a growing Malaysian technology company.
• Exposure to business operations, HR, finance, and digital transformation.
• A collaborative working environment with opportunities to learn and develop new skills.
• Hands-on involvement in supporting the operations of a technology-driven business.

Requirements

• Degree in Business Administration, Accounting, Management, or a related discipline is preferred.
• Previous experience in general administration, office operations, or administrative coordination.
• Basic accounting knowledge or exposure to finance-related administration is an advantage.
• Comfortable communicating with government agencies, banks, vendors, and external stakeholders.
• Good organizational skills, attention to detail, and ability to manage multiple tasks.
• Independent, responsible, proactive, and willing to take ownership of assignments.
• Good communication and interpersonal skills.
• Comfortable working with computers and common office applications.
• Experience with accounting software, HR systems, or digital business tools is an added advantage, but not mandatory.
• Able to work collaboratively and adapt to changing priorities in a growing company.

Ideal Candidate

We are looking for someone who is:

• Resourceful: Able to figure things out, find information, and resolve day-to-day administrative issues.
• Independent: Comfortable following through on assignments without constant supervision.
• Organized: Able to manage multiple deadlines, documents, and responsibilities.
• Communicative: Confident dealing with colleagues, government officers, banks, and external parties.
• Flexible: Willing to support different departments and adapt to changing business requirements.
• Team-oriented: Able to coordinate and share responsibilities with other administrative team members.

Skills

Administrative Support, Business Administration