Summary of Role

The Operations Support Executive's key role is in supporting the project team operations and assisting in running of administrative, financial, and project-related activities.

We welcome fresh graduates who are keen to learn on-the-job and grow in a fast-paced corporate environment. The role gives you broad exposure to business operations, financial processes, contract handling, and project coordination.

Duties & Responsibilities

1. Administrative Support

- Assist with scheduling meetings, maintaining calendars, and coordinating internal team events.

- Prepare and circulate meeting agendas, notes, and follow-up actions.

- Support the preparation of presentations, internal reports, and team communications.

2. Profit & Loss (P&L) and Financial Support

- Assist in tracking project expenses and updating P&L records.

- Work with the team to identify financial variances and summarize findings for management.

- Collaborate with internal stakeholders to align monthly forecasts and support submissions to the Finance team.

- Respond to queries from Finance regarding monthly financial results.

3. Billing & Invoicing

- Raise electronic billing (eBill) requests post monthly forecast submission, ensuring timely processing.

- Coordinate with Managers and teams to gather necessary supporting documents.

- Communicate with relevant departments to ensure all stakeholders are informed and billing deadlines are met.

4. Contract & Commercial Document Management

- Assist in the preparation and review of service contracts, quotations, and other related documents.

- Track contract renewal dates and support discussions with clients for annual and ad-hoc contract needs.

- Maintain accurate and organized records of commercial documents including purchase orders and invoices.

- Draft documentation (e.g., cost sheets, contract requests) as guided by team members or managers.

5. Travel & Logistics Coordination

- Coordinate domestic and international travel arrangements including flight and hotel bookings.

- Prepare travel documents and ensure approvals (e.g., eTravel, eVisa) are in place.

- Support staff with logistics planning for business travel.

6. Project Coordination

- Track project tasks and milestones and support regular updates to stakeholders.

- Help organize team meetings and ensure action items are followed up.

- Act as a communication bridge between project teams and supporting departments.

7. Process Improvement

- Assist in reviewing administrative processes and identifying areas for improvement.

- Support implementation of more efficient workflows and tools to enhance team productivity.

Requirements

. Fresh graduates in Business Administration, Finance, Management, or a related field.

. Strong attention to detail and organizational skills.

. Good communication and interpersonal skills.

. Proficient in Microsoft Office (Excel, PowerPoint, Word).

. Willingness to learn, adapt, and grow in a supportive team environment.

. Ability to manage multiple tasks with a positive attitude.