{"id":3099114,"url":"https://alion.io/job/smartb-admin-operations-executive","title":"Admin & Operations Executive","company":{"id":3804830,"name":"Smartb","domain":"smartb.co","url":"https://alion.io/company/smartb","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":null,"truth_index":null},"role":"Operations","role_family":"Operations","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Petaling Jaya, Malaysia"],"countries":["MY"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":3500,"max":4500,"currency":"MYR","period":"month","gross":true,"usd_annual":13260},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-22T14:34:14Z","employer_posted_date":null,"last_verified_at":"2026-10-22T14:34:14Z","board_verified":false,"closed_at":null,"days_open":1,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":1},"description":"About SmartB\n\nSmartB Solutions is a Malaysian technology company specializing in ERP software, AI solutions, business process improvement, and digital transformation.\n\nWe help businesses improve their operations through technology, automation, and smarter business processes.\n\nWe 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.\n\nKey Responsibilities\n\nGeneral Administration & Office Operations\n\nOversee daily administrative activities to ensure smooth office operations.\n\nCoordinate office supplies, pantry, facilities, maintenance, and general workplace needs.\n\nManage correspondence, documentation, filing, and general administrative records.\n\nCoordinate with vendors, service providers, and other external parties.\n\nWork closely with the junior administrative staff to coordinate responsibilities, ensure task coverage, and provide mutual support.\n\nHandle ad hoc administrative matters and operational requirements as they arise.\n\nHuman Resources Administration\n\nSupport day-to-day HR administration, including employee records, attendance, leave, and HR documentation.\n\nCoordinate recruitment activities, interview arrangements, and candidate communications.\n\nAssist with employee onboarding, offboarding, and other employment-related administration.\n\nMaintain accurate HR records and support the effective use of HR systems.\n\nCoordinate employee training and other HR-related administrative requirements.\n\nGovernment Agencies, Grants & Compliance\n\nLiaise with government departments, regulatory authorities, banks, and other external organizations on administrative matters.\n\nAssist with government incentives, grants, applications, renewals, and related documentation.\n\nCoordinate the preparation and submission of required forms, supporting documents, and applications.\n\nMonitor important deadlines and follow up on outstanding submissions.\n\nSupport company compliance, certification, and audit-related administrative requirements.\n\nFinance & Accounting Administration\n\nAssist the Finance team with basic accounting-related administration, documentation, and follow-ups.\n\nCoordinate invoices, receipts, bank statements, and supporting financial documents.\n\nSupport basic bookkeeping, reconciliation follow-ups, and audit preparation when required.\n\nLiaise with banks and financial institutions on routine administrative matters.\n\nEnsure financial and administrative documents are properly organized and maintained.\n\nBasic accounting knowledge is preferred, although this is not primarily an accounting position.\n\nManagement & Operational Coordination\n\nHandle incoming calls, general inquiries, and appointment arrangements.\n\nSupport Directors and management with calendar coordination, meeting arrangements, and administrative requests.\n\nFollow up with internal teams to ensure assigned administrative matters are completed.\n\nAssist with operational reporting, documentation, and coordination between departments.\n\nTake on additional responsibilities and ad hoc assignments based on changing business needs.\n\nWhat We Offer\n\nOpportunity to work in a growing Malaysian technology company.\n\nExposure to business operations, HR, finance, and digital transformation.\n\nA collaborative working environment with opportunities to learn and develop new skills.\n\nHands-on involvement in supporting the operations of a technology-driven business.\n\nRequirements\nJob Requirements\n\nDegree in Business Administration, Accounting, Management, or a related discipline is preferred.\n\nPrevious experience in general administration, office operations, or administrative coordination.\n\nBasic accounting knowledge or exposure to finance-related administration is an advantage.\n\nComfortable communicating with government agencies, banks, vendors, and external stakeholders.\n\nGood organizational skills, attention to detail, and ability to manage multiple tasks.\n\nIndependent, responsible, proactive, and willing to take ownership of assignments.\n\nGood communication and interpersonal skills.\n\nComfortable working with computers and common office applications.\n\nExperience with accounting software, HR systems, or digital business tools is an added advantage, but not mandatory.\n\nAble to work collaboratively and adapt to changing priorities in a growing company.\n\nIdeal Candidate\n\nWe are looking for someone who is:\n\nResourceful: Able to figure things out, find information, and resolve day-to-day administrative issues.\n\nIndependent: Comfortable following through on assignments without constant supervision.\n\nOrganized: Able to manage multiple deadlines, documents, and responsibilities.\n\nCommunicative: Confident dealing with colleagues, government officers, banks, and external parties.\n\nFlexible: Willing to support different departments and adapt to changing business requirements.\n\nTeam-oriented: Able to coordinate and share responsibilities with other administrative team members.\n\nSkills\nAdministrative Support, Business 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