Head of Department - Admin Operation

The Head of Admin & Operations is responsible for overseeing administrative and operational functions. This role ensures that all administrative processes are managed efficiently, company contracts are properly executed, and invoicing is accurate and timely.

Job Description

• Oversee and manage daily administrative and operational tasks to ensure smooth workflow.
• Ensure proper documentation, filing, and tracking of contracts, agreements, and LOAs.
• Coordinate with internal departments to streamline operational processes.
• Ensure timely preparation and submission of invoices to clients according to contract terms.
• Verify invoice details, ensuring accuracy in pricing, services provided, and tax compliance.
• Monitor outstanding payments, follow up on collections, and handle billing disputes.
• Review and manage contracts, service agreements, and LOAs to ensure compliance with company policies.
• Ensure all contracts and LOAs are properly documented, signed, and stored.
• Track contract renewals, expiry dates, and amendments to ensure continuity of service.
• Liaise with clients and legal teams to negotiate contract terms when necessary.
• Ensure proper application and calculation of SST in invoicing and financial transactions.
• Maintain updated records of SST submissions, exemptions, and regulatory requirements.
• Work closely with finance teams to ensure timely SST reporting and compliance.

Requirements

• Bachelor's Degree/Diploma in Business Administration, Finance, Accounting, or a related field.
• Minimum 1-2 years of experience in administration, operations, invoicing, and contract management.
• Strong knowledge of invoicing procedures, SST regulations, and contract documentation.
• Experience handling corporate contracts, service agreements, and LOAs.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Strong organizational, analytical, and problem-solving skills.
• Ability to handle multiple tasks, meet deadlines, and work in a fast-paced environment.

Preferred Qualifications

• Experience in security industry operations and contract management.
• Knowledge of financial reporting, taxation, and compliance requirements.
• Strong communication skills to liaise with clients and vendors

Job Type: Full-time

Pay: RM3,000.00 per month

Benefits:

• Professional development

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Kuala Lumpur: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Administrative: 1 year (Preferred)

Location:

• Kuala Lumpur (Preferred)

Work Location: In person

Application Deadline: 04/30/2025