Job Description

Key responsibilities: 

Operations Management

• Assist in managing daily office operations to ensure business continuity and operational efficiency.
• Respond promptly and professionally to internal and external enquiries, requests, complaints, and feedback, ensuring timely resolution.
• Coordinate and organize meetings, corporate events, staff functions, and training sessions, including venue arrangements, catering, logistics, and administrative support.
• Support office renovation, relocation, and fit-out projects from planning through implementation.

Administration

• Manage day-to-day administrative functions, including processing records and forms, requisitioning office supplies, maintaining inventories, and ensuring efficient office administration
• Supervise and guide team in general office administration, including office supplies, stationery, pantry, courier, and document management.
• Review and verify reports, claims, invoices, and other administrative documents before submission to the Operations & Admin Manager for approval. 
• Establish, maintain, and continuously improve document management and filing systems to ensure proper record keeping, secure storage, and efficient document retrieval.
• Coordinate company events, meetings, and internal administrative activities.
• Monitor administrative expenditures and identify opportunities for process improvements and cost savings.

Vendor & Contract Management

• Act as the liaison with the Bar Council, Kuala Lumpur Bar, insurance brokers, and other relevant authorities on matters relating to practising certificate applications, membership renewals, professional indemnity insurance, potential claim notifications, and other regulatory requirements.
• Coordinate with hotels, travel agencies, and other service providers to negotiate and maintain competitive corporate rates and travel arrangements.
• Assist in sourcing, evaluating, and managing service providers and contractors. 
• Negotiate with suppliers and service providers to obtain competitive pricing and ensure quality service delivery. Support procurement activities, including obtaining quotations, preparing purchase requisitions, monitoring budgets, and ensuring compliance with the firm's procurement policies. Coordinate with suppliers and vendors on procurement, deliveries, invoice processing, payment follow-up, office maintenance, and repair of office equipment and facilities.

Facilities Management

• Liaise with the building management on matters relating to parking allocations, building maintenance, repairs, security, access control, and other facility-related issues 
• Ensure building services such as air-conditioning, electrical systems, security, cleaning, and maintenance are functioning effectively.
• Support workplace health, safety, and environmental initiatives.

Asset Management

• Maintain an accurate inventory of office assets and equipment.
• Coordinate purchases, transfers, maintenance, and disposals.
• Conduct periodic asset verification exercises

Compliance & Risk Management

• Support the Operations & Admin Manager in implementing and monitoring operational policies, procedures, and process improvements to enhance efficiency and service quality.
• Ensure compliance with company policies, statutory regulations, and workplace safety requirements.
• Handle confidential, sensitive, and proprietary information with the highest level of integrity, professionalism, and discretion.

People Management

• Supervise administrative and operation staff and provide coaching and guidance.
• Support employee engagement by maintaining a positive workplace environment.

Reporting

• Prepare monthly reports in a timely and accurate manner.
• Maintain accurate operational records and documentation
• Prepare audit verification and due diligence documentation, including reports, correspondence, and supporting documents for auditors, clients, and regulatory requirements.
• Review and verify monthly staff claims and supporting documents from departments before submitting them to the Operations & Administration Manager for approval.
• Perform any other duties, projects, or responsibilities as assigned by the Executive Committee (EXCO), Chief Operating Officer (COO), or Operations & Administration Manager.

Job Requirements

• Applicant must be a Malaysian citizen.
• Possess a Diploma or Bachelor’s Degree in Business Administration, Management, or a related discipline.
• Minimum 5–8 years of relevant working experience in administration and operations, preferably in a professional services or legal firm, with supervisory experience.
• Good command of English and Bahasa Malaysia, both written and spoken.
• Strong leadership, and problem-solving skills with the ability to manage multiple priorities effectively.
• Excellent communication and interpersonal skills with the ability to build strong working relationships and interact confidently.
• Strong vendor, facilities, and contract management skills with the ability to negotiate effectively.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Possess a positive attitude, strong initiative, and a proactive approach to work.
• Able to work independently with minimum supervision while maintaining a high standard of accuracy, quality, and efficiency.
• Demonstrates integrity and professionalism, with the ability to handle confidential information discreetly.
• Strong team player with the ability to supervise, coach, mentor, and develop team members.
• Able to work under pressure, meet deadlines, and adapt to changes 

Skills