Operations Administration Executive

1 week ago

Sri Hartamas Kuala Lumpur, Malaysia Smart HR Solutions Full time

Role Overview

Provide administrative support across departments, including handling correspondence and managing trip-related supplies. Maintain operational data, coordinate workflows, support logistics, and ensure effective communication across the organisation. This role requires strong organisational skills, attention to detail, and proficiency with digital tools.

Key Responsibilities and Deliverables

Email Communication Logs

  • Maintain organised, easily accessible email logs for all ongoing projects.
  • Categorise and archive communication threads for fast retrieval.

Google Drive Project Folders

  • Create structured folders per project with relevant subfolders for reports, communications, and tracking sheets.
  • Maintain up-to-date documentation: meeting notes, task lists, SOPs.
  • Set up and monitor appropriate access permissions.

Operational Management Software

  • Track tasks, deadlines, and milestones using tools such as Rework or other assigned platforms.
  • Ensure all data is updated in real-time.
  • Generate regular progress reports highlighting status, blockers, and next steps.
  • WhatsApp Group Coordination
  • Set up and manage WhatsApp groups per project team.
  • Use WhatsApp for time-sensitive communication and ensure important decisions are logged.
  • Monitor chats to capture key decisions and updates.

Consolidated Monitoring Reports

  • Prepare integrated reports summarising communication, progress, and issues across email, Drive, ops software, and WhatsApp.
  • Highlight task completions, upcoming deadlines, risks, and action items.

General Administrative Duties

  • Support general office management, including supply inventory, scheduling, and document handling.
  • Liaise with vendors and service providers as needed.
  • Assist with onboarding materials and training logistics.

Performance Measurement Metrics

  • Task Timeliness: % of tasks and documents completed on schedule.
  • System Accuracy: Accuracy of data entries and system updates.
  • Training Coordination: Timely scheduling and documentation of training sessions.
  • Communication Efficiency: Response time to internal queries and clarity in communication.
  • Reporting Quality: Frequency and completeness of consolidated project monitoring reports

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