Business Operations & Administration Executive

SmartB Solutions is a Malaysian technology company specializing in ERP systems, artificial intelligence, business automation, and digital transformation.

We help businesses simplify complex processes, improve operational efficiency, and make better decisions through technology.

As we grow, we are looking for a proactive and resourceful individual who can take ownership of our internal business administration and coordinate day-to-day company operations.

About the Role

We are looking for a Business Operations & Administration Executive who can independently manage administrative responsibilities while ensuring that internal operational matters are properly coordinated, followed up, and completed.

This is not a purely clerical or traditional administrative position.

You will be responsible for keeping internal operations organized, coordinating across departments, resolving day-to-day issues, and ensuring that important tasks do not fall through the cracks.

You will work independently, using digital systems, automation, and AI tools where appropriate to improve efficiency and reduce repetitive manual work.

Your objective is to help the CEO and COO focus on business growth and strategic priorities without having to constantly monitor routine administrative and operational details.

Key Responsibilities

• Coordinate day-to-day internal operational matters across departments.
• Track important tasks, deadlines, commitments, and outstanding action items.
• Proactively follow up with relevant team members to ensure timely completion.
• Identify delays, bottlenecks, or unresolved issues and coordinate appropriate solutions.
• Maintain clear operational records, task trackers, and follow-up mechanisms.
• Provide concise updates to management on operational progress, risks, and matters requiring decisions.
• Help improve internal workflows, communication, and administrative efficiency.

• Independently manage general office administration and daily operational requirements.
• Coordinate office supplies, pantry, facilities, maintenance, and workplace arrangements.
• Liaise with vendors, service providers, banks, and other external parties.
• Manage company correspondence, documentation, records, and administrative requests.
• Handle incoming calls, inquiries, appointments, and occasional management calendar coordination.
• Take ownership of ad hoc administrative issues and ensure they are resolved.

• Coordinate recruitment activities, candidate communications, interviews, and related documentation.
• Support employee onboarding, offboarding, and HR administration.
• Maintain employee records, attendance, leave, and other HR-related information.
• Coordinate staff training arrangements and administrative HR requirements.
• Follow up on outstanding employee documentation and internal HR processes.
• Support management in maintaining organized and consistent people-related administration.

• Communicate with government agencies, regulatory authorities, and other relevant organizations.
• Coordinate applications, renewals, grants, incentives, and government-related submissions.
• Maintain supporting documentation and monitor important compliance deadlines.
• Assist with ISO certification, internal audits, and compliance-related administrative activities.
• Follow up with relevant departments to obtain required records and documentation.

• Support the Finance team with invoices, receipts, bank statements, and financial documentation.
• Assist with basic accounting administration and reconciliation follow-ups when required.
• Liaise with banks on routine administrative matters.
• Coordinate finance-related requests, supporting documents, and outstanding matters.
• Maintain proper administrative records for audit and accounting purposes.

Basic accounting knowledge is preferred, but this is not a dedicated accounting role.

• Coordinate internal and external training administration, including schedules, registrations, documentation, and claims.
• Support administrative requirements for business initiatives and company projects.
• Coordinate information and follow-ups between departments and external stakeholders.
• Assist management with special assignments and operational improvement initiatives.

• Use AI tools and digital systems to improve daily administrative productivity.
• Identify repetitive tasks that can be simplified, standardized, or automated.
• Maintain organized digital records, workflows, and task management systems.
• Work with internal technical teams to improve administrative processes using technology.
• Continuously explore practical ways to reduce manual work and improve operational efficiency.

Prior experience with AI tools is an advantage, but willingness to learn and adopt new technology is more important.

Requirements

• Bachelor's degree in Business Administration, Management, Accounting, or a related field.
• 2–4 years of relevant experience in administration, business operations, office coordination, or similar roles.
• Able to work independently with minimal supervision.
• Strong organizational, prioritization, and follow-up skills.
• Confident communicating with colleagues, management, banks, government agencies, and external stakeholders.
• Resourceful and capable of resolving day-to-day issues without waiting for detailed instructions.
• Comfortable managing multiple responsibilities and changing priorities.
• Good written and verbal communication skills.
• Proficient in common office software and willing to learn new digital tools.
• Basic accounting knowledge is an advantage.
• Experience using HR systems, accounting software, task management platforms, or AI tools is an added advantage.

We value attitude, ownership, and execution ability more than job titles.

You are likely to succeed if you:

• Take ownership: You follow through until matters are resolved, rather than simply passing tasks to someone else.
• Are proactive: You anticipate issues and act before management needs to remind you.
• Are organized: You can keep track of multiple tasks, deadlines, and stakeholders.
• Communicate confidently: You are comfortable following up with people across different departments and levels.
• Solve problems: You are willing to investigate, learn, and find practical solutions.
• Embrace technology: You are open to using AI and automation to work smarter.
• Work independently: You can structure your own workday and manage priorities without constant supervision.

Skills

Adaptability, Proactivity, Resourcefulness, Detail Oriented, Administrative Functions