Operation Executive

8 hours ago

Petaling Jaya, Malaysia Datumstruct (M) Sdn Bhd Full time

We are looking for a detail-oriented, reliable, and proactive **Operations Executive** to join our team on a **6-month contract**. This role covers a wide range of operational and administrative functions — from coordinating project schedules and managing documentation to overseeing logistics and ensuring smooth office and facility operations. If you are organized, resourceful, and thrive in a fast-paced, solution-driven environment, we’d love to hear from you.

**CFS Project Management - Key Responsibilities**
- **Sales Order & PO Processing** - Receive and verify customer PO against sales quotation; conduct credit line verification; create and submit Sales Orders for approval.
- **Project Scheduling** - Update and maintain project schedules at each milestone: order approval, billing, delivery, and final claim.
- **Invoice Management** - Prepare and issue sales invoices according to payment milestones; distribute to customers, finance, and maintain operation records.
- **Bill of Quantity (BQ) Verification** - Check BQ from sales against sales quotation and customer PO.
- **Project Monitoring** - Work closely with project leads and purchasers to ensure timely PR issuance, procurement, and delivery.
- **Delivery Coordination** - Arrange delivery with store keeper, follow up on acknowledgements (DO) and communicate delivery status to customers and sales.
- **Documentation & Records** - Maintain proper filing of invoices, DO, and Acceptance Test (AT) documents for finance and operations.
- **Installation & Testing** - Coordinate installation progress and AT completion with project lead, ensuring customer acknowledgement.
- **Final Payment & Closing** - Issue last milestone payment claims after AT; close project records upon completion.
- **Weekly Reporting** - Conduct weekly meetings with Project Lead and Sales to review progress, risks, and expected completion dates.

**Office Admin & Building Maintenance - Key Responsibilities**
- **Reception & Office Support** - Attend incoming calls, greet visitors, arrange meetings, handle hotel/flight bookings, and assist with HR interview coordination.
- **Facilities & Equipment Maintenance** - Conduct daily building inspections, coordinate with contractors for repairs, maintain office automation, and ensure proper functioning of water dispensers, photocopiers, and printers.
- **Supplies & Inventory Management** - Manage stationery, IT consumables, and cleaning supplies; oversee printing form stock and replenish first aid kits.
- **Dispatch & Logistics** - Arrange and record daily delivery/dispatch services and support Puspakom inspections when required.
- **Administrative & Event Support** - Assist in company events, audits, document preparation, and renewal of company licenses or insurance when necessary.

**Job Type**: Contract
Contract length: 6 months

Pay: RM2,000.00 - RM2,700.00 per month

**Benefits**:

- Professional development

**Language**:

- Bahasa (preferred)
- English (preferred)

Work Location: In person

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