Senior Administration Executive (E2)

Reporting to the Head, Talent Solutions and second reporting line to the COO, this position requires constant, detailed communications between the Front-End Team (Business Operation Executives), Project Owners, Clients, and Consultants.

The Front-End team (Business Operation Executives) reports to the Business Operation Manager.

The Senior Administration Executive is responsible for working closely with Project Owners and Clients to ensure the operations (post-sales delivery) are executed according to process, SOP, and Contract requirements. The main tasks will be undertaken by the Operation team after Contracts / POs are awarded, covering all post-sales activities.

The Senior Administration Executive shall act as the main focal person for all post-sales activities, overseeing the work and responsibilities of Business Operation Executives (Front-End Team). Travel for operation activities within the work base (Kuala Lumpur) and potentially other work locations due to emergencies is required.

The main key operation functions that the Senior Administration Executive is accountable for include:

• Accounts Payable (mainly provided by Back-End / Finance team)
• Accounts Receivable (mainly provided by Back-End / Finance team)
• Monthly Reconciliation, Consolidation & Reporting (supported by Back-End / Finance team)
• Business Planning & Analysis
• Contract Management
• Business Operation Improvement Process
• Documentation Management
• QHSE

The above functions will be managed by the Front-End Team, with the support of the Back-End Team for Accounts Payable & Accounts Receivable. The Senior Administration Executive shall ensure all deliverables and job scopes are carried out and executed by the Front-End Team.

The role demands excellent organization skills and requires:

• Focal person post-sales to run all operations.
• Liaising and working closely with Business Operation Executives and Project Owners throughout the Contract Duration and understanding the full scope of work of the Contract.
• Providing advice, direction, and guidance for all operations-related matters, including unexpected situations and urgent requirements.
• Providing monthly reporting on all operational related issues.
• Providing monthly reconciliation, consolidation, and reporting on all project Revenue vs Cost.
• Ensuring Client and Contract requirements are understood, adhered to, and delivered.
• Ensuring Consultants are properly managed as per the process guideline and SOP.
• Acting as the 2nd Focal Person for every Contract after the 1st Focal Person - Business Operation Executive.
• Ensuring all payments and invoices are prepared and delivered correctly and timely.
• Resolving complaints from Consultants and Clients by collecting and analyzing information and responding accordingly.
• Providing business operation improvement initiatives, including SOPs, processes, and operation team resources.
• Ensuring the KPI of Business Operation Executives are achieved, including career and personal growth of Business Operation Executives.
• Maintaining Consultant confidence and building positive rapport with the Consultants.
• Maintaining Client confidence and building positive rapport with the Clients.
• Contributing to team effort by accomplishing related results as needed.

Required Skills:

• Managing Processes
• Attentiveness to smallest details
• People Management
• Operation Management
• Data & Document Management
• Reporting Skills
• Developing Standards
• General Financial Skills - Invoicing and Payment Process and Tracking
• Time management and organizational skills

You must also enjoy working as an organized, focused, and efficient player in the team; particularly playing an important role & responsibility as the Business Operation Manager.

Qualifications Required:

• A Bachelor's Degree is preferred but not mandatory. We are seeking candidates with 6 to 12 years of relevant experience for this senior role.
• Candidates with substantial experience in HR, Business Administration, or related fields will be considered.
• Knowledge in business management and finance management is an advantage.
• Prior experience in managing and overseeing a team.
• Attention to details and great communication skills.
• Integrity and confidentiality.

The involvement and job execution will eventually lead to a more thorough exposure to the whole business operation process for the various business units within the Company.

This role also develops people management skills and teamwork skills that are essential to ensure operations are run properly. As the Company and business grow, managing a growing team is key to undertaking more portfolios and responsibilities in the business operation team.

With growth of responsibilities, knowledge, and experiences, the next growth path is to become a HOD for Business Operations, involving managing the strategy and resources of operations, setting the company's policies pertaining to operation management, executing new business improvement ideas, and continuously improving the efficiency of business operations. This is not limited to only resources operations but can be applicable in any other business units operations.

This is indeed a role that comes with expansive career growth prospects needed in every growing organization.