VISEO ASIA Hiring! Full Time Business Operations Co-ordinator in Selangor - Ricebowl

RESPONSIBILITIES

Consultant Onboarding and Offboarding

• Coordinate the onboarding process for consultants assigned to client engagements.
• Prepare and collect required onboarding documents and ensure compliance with client requirements.
• Coordinate with consultants, internal teams, and clients regarding onboarding status and requirements.
• Manage consultant offboarding processes, including collection of required documentation and completion of administrative procedures.
• Maintain accurate records of consultant assignments, onboarding, and offboarding activities.

Contract and Engagement Administration

• Monitor consultant and client contract expiry dates.
• Support contract renewal and extension processes.
• Coordinate with internal stakeholders and clients on required contract documentation.
• Maintain an accurate register of contracts, Statements of Work (SOWs), amendments, and related agreements.
• Follow up on pending approvals and signatures.

Timesheet Management

• Review and validate consultant timesheets for completeness and accuracy.
• Follow up with consultants and relevant stakeholders on missing or incorrect timesheets.
• Consolidate timesheet information for billing and internal reporting purposes.
• Ensure timesheets are submitted and approved in accordance with internal and client requirements.

Invoice Validation and Billing Support

• Validate invoices against approved timesheets, contracts, SOWs, and applicable billing rates.
• Support the consolidation of billing information and preparation of supporting documents.
• Coordinate with internal finance teams to resolve billing discrepancies.
• Track invoice submission and payment status where required.
• Maintain proper records of invoices and supporting documentation.

Legal and Corporate Documentation Support

• Assist in the preparation, processing, and administration of standard legal and contractual documents.
• Coordinate the review and execution process for agreements and other legal documents.
• Maintain an organized repository of executed contracts and legal documentation.
• Ensure documentation is properly tracked and filed in accordance with internal procedures.
• Liaise with internal legal, finance, HR, and management teams on documentation-related matters.

Sales Operations and Administrative Support

• Maintain accurate operational data and records related to clients, consultants, contracts, and engagements.
• Prepare operational reports and status updates as required.
• Support the sales team with administrative coordination and documentation.
• Assist with process improvement and standardization of operational procedures.
• Perform other sales operations and administrative duties as assigned.

PROFILE

• Diploma or Bachelor's degree in Business Administration, Finance, Management, Operations, or a related discipline.
• Fresh graduates or candidates with 1–2 years of relevant working experience are welcome to apply.
• Strong attention to detail and good organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and coordination skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with contract administration, invoicing, timesheet management, or professional services operations would be an advantage.
• Able to handle confidential and sensitive information with professionalism.
• Good command of written and spoken English; additional language capabilities may be an advantage depending on business requirements.