OPERATIONS ADMIN MANAGER
Company: Dynamic Costa Sdn Bhd
Location: Padang Jawa, Shah Alam
Position: Full-Time
Reports To: Director / General Manager
About
Dynamic Costa Sdn Bhd is a fleet management and logistics company committed to efficient service, reliability, and nationwide fleet support. We are looking for a capable and driven Operations & Admin Manager to lead our operations team, streamline processes, and oversee administrative and financial coordination within the company.
Responsibilities
Operations Team Leadership
- Lead and supervise the operations staff, ensuring all members are clear on their responsibilities and perform efficiently.
- Assign daily tasks, track progress, and maintain a strong focus on speed, accuracy, and professionalism.
- Drive a performance-based culture across the operations team.
Job Flow Oversight
- Monitor every job from start to finish—job in, processing, and final delivery to the client.
- Ensure jobs are completed on time or ahead of schedule, with minimal delays.
- Troubleshoot issues quickly and coordinate solutions to prevent bottlenecks.
Customer Communication
- Ensure consistent and clear communication between the operations team and clients.
- Provide job updates, respond to queries promptly, and manage client expectations professionally.
- Maintain high levels of customer satisfaction through timely and proactive updates.
Real-Time Job Flow Sheet Compliance
- Oversee the use and maintenance of a live job flow sheet (Google Sheet/Excel) to track all jobs in real time.
- Ensure all team members are updating the sheet consistently.
- Provide management with up-to-date visibility on job status and team performance.
Invoicing and Job Completion
- Ensure every completed job is invoiced accurately and without delay.
- Coordinate with the finance team or handle basic invoicing independently.
- Monitor collections and support follow-ups for outstanding payments.
Sales & Performance Reporting
- Track and report daily sales figures.
- Prepare weekly and monthly summaries of sales performance.
- Analyze trends and performance against set targets.
Financial Oversight
- Monitor and record all payments out, including suppliers, staff, and operating expenses.
- Verify documentation and approvals before payment processing.
- Work with the accounting team to maintain accurate financial records.
Office & Process Improvements
- Identify and implement improvements in office operations, job tracking, and team workflow.
- Recommend systems or tools to improve efficiency and reduce manual workload.
- Lead initiatives to enhance the working environment and operational systems.
KPI & Bonus Target Implementation
- Develop and manage Key Performance Indicators (KPIs) for the operations and sales teams.
- Propose and implement a bonus system tied to performance metrics.
- Review performance and suggest adjustments to targets periodically.
Qualifications
- Proven experience in operations management, team leadership, or administrative coordination (preferably in logistics or fleet-related industries).
- Strong understanding of job flow processes and project tracking.
- Excellent communication skills (verbal and written) in English and Bahasa Malaysia.
- Competent in using spreadsheets and workflow tools (Google Sheets, Microsoft Excel).
- Basic accounting knowledge (invoicing, payment tracking).
- Highly organized, proactive, and results-driven.
Preferred Skills
- Familiarity with fleet logistics, vehicle service tracking, or delivery operations.
- Experience implementing workflow improvements or digital job tracking systems.
- Knowledge of basic financial reporting (profit & loss understanding).
- Ability to multitask in a fast-paced environment.
Job Types: Full-time, Permanent
Pay: RM3,000.00 - RM5,000.00 per month
Benefits:
- Opportunities for promotion
- Professional development
Schedule:
- Monday to Friday
Supplemental Pay:
- Performance bonus
Ability to commute/relocate:
- Shah Alam: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Operations Management: 2 years (Preferred)
Language:
- English (Preferred)
- Bahasa Malaysia (Preferred)
Work Location: In person
