Job Summary

The Operation & Admin Executive is responsible for supporting the daily operational and administrative functions of the company, ensuring smooth office operations, maintaining proper documentation, coordinating with internal departments and external parties, and providing administrative support to Management.

A. Operations

• Coordinate and monitor daily operational activities to ensure smooth business operations. 
• Assist in planning, scheduling, and coordinating operational tasks and projects. 
• Prepare operational reports, summaries, and documentation for Management. 
• Monitor work progress and follow up on operational matters with relevant departments. 
• Coordinate with internal teams to ensure timely completion of assigned tasks. 

B. Administration

• Manage daily office administration and general administrative duties. 
• Maintain proper filing systems, company records, and operational documentation. 
• Prepare official correspondence, reports, letters, forms, and other administrative documents. 
• Manage office supplies, stationery, and administrative resources. 
• Handle incoming calls, emails, courier services, and general enquiries. 

C. Documentation & Compliance

• Maintain and update company records, databases, and document control systems. 
• Ensure proper filing and safekeeping of confidential company documents. 
• Assist in maintaining compliance documentation, licenses, permits, and statutory records. 
• Coordinate with the Company Secretary, consultants, auditors, and external service providers when required. 

D. Coordination & Communication

• Liaise with customers, suppliers, government agencies, regulatory authorities, contractors, and external parties on operational and administrative matters. 
• Coordinate meetings, prepare meeting materials, and record meeting minutes when required. 
• Follow up on action items and ensure timely completion of assigned tasks. 
• Support inter-department communication and coordination. 

E. Event & Project Support

• Assist in organizing company meetings, training programmes, corporate events, and business activities. 
• Coordinate logistics, venue arrangements, registrations, and vendor communications. 
• Support Management in special projects and operational initiatives. 

F. General Responsibilities

• Prepare periodic operational and administrative reports for Management. 
• Maintain confidentiality of company information and records. 
• Perform any other duties and responsibilities assigned by Management from time to time.