Senior Administration Executive (E2)

Reporting to Head, Talent Solutions and second reporting line to 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 to work 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 Contract / PO are awarded, basically all the 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 Senior Administration Executive is accountable for:

• 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
• Consultant / Resources Management
• Procurement & Vendor System
• Business Operation Improvement Process
• Documentation Management
• QHSE

The abovementioned 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 be accountable to 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 the operations.
• To liaise and work closely with Business Operation Executives and Project Owners throughout the Contract Duration and understand the full scope of work of the Contract.
• To provide advice, direction, and guidance for all operations-related matters; including unexpected situations and urgent requirements.
• To provide monthly reporting on all operational-related issues.
• To provide monthly reconciliation, consolidation, and reporting on all project Revenue vs Cost.
• Shall ensure Client and Contract requirements are understood, adhered to, and delivered.
• Shall ensure Consultants are properly managed as per the process guideline and SOP.
• 2nd Focal Person for every Contract after the 1st Focal Person - Business Operation Executive.
• To ensure all payment and invoices are prepared and delivered correctly and timely.
• Resolve complaints from Consultants and Clients by collecting and analyzing information and responding accordingly.
• To provide business operation improvement initiatives, including SOPs, processes, and operation team resources.
• To ensure the KPI of Business Operation Executives are achieved, including career and personal growth of Business Operation Executives.
• Maintain Consultants' confidence and build positive rapport with the Consultants.
• Maintain Clients' confidence and build positive rapport with the Clients.
• Contribute to team effort by accomplishing related results as needed.

Required Skills:

We are seeking candidates who can demonstrate the following 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.
• Candidate with knowledge in business management and finance management is an obvious 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 the key to undertake 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. That involves 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 more expansive career growth prospects needed in every growing organization.