全职 Operations Executive Malaysia 工作, 薪水, UpSkillup 公司招聘中 - Ricebowl

Company Description upSkillup is a people and culture consultancy focused on helping organizations build workplaces where individuals can thrive and perform at their best. Specializing in HR and leadership development, the company partners with clients to strengthen capabilities, shift mindsets, and align business strategy with culture. upSkillup delivers practical, experiential learning through leadership development programs, HR capability building, culture and mindset initiatives, and advisory services. Clients include multinationals, public agencies, and homegrown firms that value relevant, actionable solutions. As a boutique firm, upSkillup offers deep expertise, personalized engagement, and impact that translates directly to real-world outcomes.

Role purpose

We are seeking an organised and proactive Operations Executive based in Malaysia to support the day-to-day running of our business and the smooth delivery of our programmes and events. You will coordinate training logistics, liaise with clients and trainers, support sales and marketing activities, and keep office administration on track. Working closely with colleagues across our Malaysia and Singapore operations, you will help ensure that commitments are followed through and clients, participants, and trainers receive a professional and responsive service.

The main focus is operations and coordination, with practical support for sales and marketing activities as agreed with the team.

Key responsibilitiesTraining and programme operations

·      Maintain programme schedules, task lists, and delivery checklists; track deadlines and follow up with colleagues, clients, trainers, and suppliers.

·      Liaise with clients on participant numbers, joining instructions, accessibility and dietary needs, venue requirements, and other programme arrangements.

·      Coordinate trainer requirements, including schedules, travel, accommodation, equipment, and materials, and communicate any changes promptly.

·      Compile, format, proofread, and prepare trainer slides, participant workbooks, handouts, assessments, and other materials using approved content and templates; arrange printing or digital distribution.

·      Source venues and suppliers, obtain quotations, and coordinate approved bookings, catering, room layouts, audiovisual equipment, and other logistics within agreed budgets.

·      Support face-to-face and virtual delivery, including registration, attendance, online meeting setup, technical checks, and on-site coordination when required.

·      Collect programme feedback and assessment responses, compile routine summaries, and coordinate certificates, follow-up materials, and programme close-out records.

Sales and proposal support

·      Research prospective clients, sectors, and relevant contacts, and prepare concise company briefs to support sales meetings and proposals.

·      Help polish and assemble proposals, presentations, quotations, and supporting documents, checking language, formatting, consistency, and completeness before review.

·      Keep client and opportunity records up to date, coordinate meetings, and track agreed follow-up actions with the sales team.

Marketing social media and events

·      Support the marketing calendar by preparing and scheduling approved social media posts, updating simple marketing materials, and maintaining current company and programme information.

·      Adapt approved content into clear, professional posts, email communications, and basic visuals using company templates and tools such as Canva.

·      Coordinate webinars, networking events, and marketing activities, including invitations, registrations, reminders, speaker arrangements, and attendee follow-up.

·      Track basic marketing and event results, maintain contact lists, and pass enquiries to the sales team for follow-up.

Office administration and records

·      Arrange business travel, accommodation, meetings, and calendars, keeping itineraries and booking details accurate and accessible.

·      Maintain organised shared files, templates, contact lists, supplier records, and programme documentation, with clear version control.

·      Collate supplier invoices, receipts, expense claims, and supporting documents for finance; track approved purchases and flag missing information or budget issues.

·      Support HRD Corp related programme documentation and administrative follow-up, working with the relevant colleagues and clients where applicable.

·      Handle confidential client, participant, and company information carefully, and follow company approval processes for spending and external communications.

·      Provide other reasonable administrative and operational support aligned with the role, escalating issues early and agreeing priorities when deadlines compete.

Requirements

·      Typically 2–4 years of relevant experience in operations, programme coordination, events, sales support, or office administration. Experience in corporate training, learning and development, or professional services would be advantageous.

·      Strong organisation and attention to detail, with the ability to manage multiple activities, meet deadlines, and follow through on commitments.

·      Strong written and spoken English, including the ability to proofread and improve the presentation of business documents. Bahasa Malaysia proficiency would be advantageous.

·      Confidence using Microsoft Word, PowerPoint, Excel, shared document systems, and online meeting tools. Familiarity with Canva, CRM systems, and social media scheduling tools would be advantageous.

·      Professional communication and a helpful, practical approach when working with clients, trainers, suppliers, and colleagues.

·      Ability to work independently within a small team and provide on-site support or travel for programmes and events when required.

·      Experience with HRD Corp documentation, training administration, or social media and marketing coordination would be advantageous.

How success will be measured

Success will be measured through timely and accurate programme preparation, smooth logistics, responsive communication, well-presented materials and proposals, reliable administrative records, and completion of agreed sales and marketing support activities. Priorities will be agreed with the team according to programme and business needs.