{"id":3534424,"url":"https://alion.io/job/smartb-business-operations-administration-executive","title":"Business Operations & Administration 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":3800,"max":5000,"currency":"MYR","period":"month","gross":true,"usd_annual":14808},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-30T15:55:37Z","employer_posted_date":null,"last_verified_at":"2026-10-30T15:55:37Z","board_verified":false,"closed_at":null,"days_open":1,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":1},"description":"SmartB Solutions is a Malaysian technology company specializing in ERP systems, artificial intelligence, business automation, and digital transformation.\n\nWe help businesses simplify complex processes, improve operational efficiency, and make better decisions through technology.\n\nAs 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.\n\nAbout the Role\n\nWe 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.\n\nThis is not a purely clerical or traditional administrative position.\n\nYou 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.\n\nYou will work independently, using digital systems, automation, and AI tools where appropriate to improve efficiency and reduce repetitive manual work.\n\nYour 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.\n\nKey Responsibilities\n\n1. Business Operations & Internal Coordination\n\nCoordinate day-to-day internal operational matters across departments.\n\nTrack important tasks, deadlines, commitments, and outstanding action items.\n\nProactively follow up with relevant team members to ensure timely completion.\n\nIdentify delays, bottlenecks, or unresolved issues and coordinate appropriate solutions.\n\nMaintain clear operational records, task trackers, and follow-up mechanisms.\n\nProvide concise updates to management on operational progress, risks, and matters requiring decisions.\n\nHelp improve internal workflows, communication, and administrative efficiency.\n\n2. General Administration & Office Management\n\nIndependently manage general office administration and daily operational requirements.\n\nCoordinate office supplies, pantry, facilities, maintenance, and workplace arrangements.\n\nLiaise with vendors, service providers, banks, and other external parties.\n\nManage company correspondence, documentation, records, and administrative requests.\n\nHandle incoming calls, inquiries, appointments, and occasional management calendar coordination.\n\nTake ownership of ad hoc administrative issues and ensure they are resolved.\n\n3. Human Resources Administration\n\nCoordinate recruitment activities, candidate communications, interviews, and related documentation.\n\nSupport employee onboarding, offboarding, and HR administration.\n\nMaintain employee records, attendance, leave, and other HR-related information.\n\nCoordinate staff training arrangements and administrative HR requirements.\n\nFollow up on outstanding employee documentation and internal HR processes.\n\nSupport management in maintaining organized and consistent people-related administration.\n\n4. Government, Regulatory & Compliance Coordination\n\nCommunicate with government agencies, regulatory authorities, and other relevant organizations.\n\nCoordinate applications, renewals, grants, incentives, and government-related submissions.\n\nMaintain supporting documentation and monitor important compliance deadlines.\n\nAssist with ISO certification, internal audits, and compliance-related administrative activities.\n\nFollow up with relevant departments to obtain required records and documentation.\n\n5. Finance & Accounting Administration Support\n\nSupport the Finance team with invoices, receipts, bank statements, and financial documentation.\n\nAssist with basic accounting administration and reconciliation follow-ups when required.\n\nLiaise with banks on routine administrative matters.\n\nCoordinate finance-related requests, supporting documents, and outstanding matters.\n\nMaintain proper administrative records for audit and accounting purposes.\n\nBasic accounting knowledge is preferred, but this is not a dedicated accounting role.\n\n6. Training, Projects & Business Support\n\nCoordinate internal and external training administration, including schedules, registrations, documentation, and claims.\n\nSupport administrative requirements for business initiatives and company projects.\n\nCoordinate information and follow-ups between departments and external stakeholders.\n\nAssist management with special assignments and operational improvement initiatives.\n\n7. AI, Automation & Process Improvement\n\nUse AI tools and digital systems to improve daily administrative productivity.\n\nIdentify repetitive tasks that can be simplified, standardized, or automated.\n\nMaintain organized digital records, workflows, and task management systems.\n\nWork with internal technical teams to improve administrative processes using technology.\n\nContinuously explore practical ways to reduce manual work and improve operational efficiency.\n\nPrior experience with AI tools is an advantage, but willingness to learn and adopt new technology is more important.\n\nRequirements\n\nBachelor's degree in Business Administration, Management, Accounting, or a related field.\n\n2–4 years of relevant experience in administration, business operations, office coordination, or similar roles.\n\nAble to work independently with minimal supervision.\n\nStrong organizational, prioritization, and follow-up skills.\n\nConfident communicating with colleagues, management, banks, government agencies, and external stakeholders.\n\nResourceful and capable of resolving day-to-day issues without waiting for detailed instructions.\n\nComfortable managing multiple responsibilities and changing priorities.\n\nGood written and verbal communication skills.\n\nProficient in common office software and willing to learn new digital tools.\n\nBasic accounting knowledge is an advantage.\n\nExperience using HR systems, accounting software, task management platforms, or AI tools is an added advantage.\n\nWho Will Succeed in This Role?\nWe value attitude, ownership, and execution ability more than job titles.\n\nYou are likely to succeed if you:\n\nTake ownership: You follow through until matters are resolved, rather than simply passing tasks to someone else.\n\nAre proactive: You anticipate issues and act before management needs to remind you.\n\nAre organized: You can keep track of multiple tasks, deadlines, and stakeholders.\n\nCommunicate confidently: You are comfortable following up with people across different departments and levels.\n\nSolve problems: You are willing to investigate, learn, and find practical solutions.\n\nEmbrace technology: You are open to using AI and automation to work smarter.\n\nWork independently: You can structure your own workday and manage priorities without constant supervision.\n\nSkills\nAdaptability, Proactivity, Resourcefulness, Detail Oriented, Administrative Functions","description_format":"text","description_chars":6882,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["IT Consulting & Digital Transformation","Enterprise Apps Implementation 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