Special Assistant

2 days ago

Bandar Puncak Alam, Selangor, Malaysia ECOS LINK SOLUTIONS SDN BHD Full time 60,000 - 80,000 per year

Job Purpose

To support the company's HR operations while acting as the COO's Special Assistant in coordinating daily operational matters. This dual-role position ensures smooth execution of HR processes, staff administration, and operational discipline across all departments. The role also serves as a 
gatekeeper
 to the COO — helping to track priorities, follow up on pending tasks, and ensure accountability throughout the organization.

Key Responsibilities
1. Human Resources Operations

  • Manage end-to-end HR functions including recruitment, onboarding, attendance, leave management, and staff documentation.
  • Maintain and update employee records (contracts, renewals, certifications, insurance, and licenses).
  • Coordinate performance reviews and assist management in developing KPI/OKR frameworks for all departments.
  • Monitor progress of departmental OKRs and ensure updates are captured and reported monthly to the COO.
  • Manage staff benefits, including insurance renewals, medical claims, and welfare tracking.
  • Ensure compliance with statutory requirements (EPF, SOCSO, EIS, HRDF, and labor laws).
  • Prepare HR-related reports and maintain confidentiality of personnel information.

2. Special Assistant to COO (Operational Gatekeeper)

  • Act as the 
    first point of contact
     for internal matters directed to the COO — filter, prioritize, and follow up on operational issues before escalation.
  • Track progress of management instructions and ensure all departments (Projects, Service, Technical, Customer Service, Accounts, HR) close their assigned tasks on time.
  • Handle 
    miscellaneous operational assignments
    , staff coordination, and internal follow-ups as instructed by the COO.
  • Compile 
    weekly operational updates
     (manpower, project progress, outstanding issues) for the COO.
  • Liaise with vendors, clients, or departments on behalf of the COO for administrative or coordination matters.

3. KPI & OKR Management

  • Work closely with the COO and department heads to design, implement, and update KPIs/OKRs aligned with company goals.
  • Consolidate departmental performance data and produce monthly tracking dashboards.
  • Highlight underperforming areas or delayed action items to management for follow-up.
  • Support the integration of OKRs into employee performance appraisals and career progression.

4. Administrative & Office Coordination

  • Coordinate administrative logistics (laptops for new staff, account access setup/removal, facilities requests).
  • Track insurance renewals and ensure confirmed staff coverage is maintained.
  • Support welfare and engagement activities (e.g., events, company trips, staff appreciation programs).
  • Maintain confidentiality in all executive-level communication and company matters.

5. Operations Discipline & Process Monitoring

  • Enforce company SOPs by following up on compliance (e.g., timesheet submission, job reporting, HSE requirements).
  • Monitor punctuality, overtime, and attendance irregularities; coordinate with department heads on disciplinary action when necessary.
  • Conduct periodic operational checks or audits (office, workshop, documentation) as instructed by management.

6. Reporting & Communication

  • Prepare summary reports for the COO on HR status, operations progress, and outstanding management tasks.
  • Ensure timely communication between departments and management.
  • Identify potential risks, staffing gaps, or procedural weaknesses and recommend corrective actions.

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