Admin Manager

Who Are We?dtcpay is a MAS licensed payment service provider that bridges traditional finance and digital assets. We enable businesses to accept and make payments in both fiat and digital currencies, delivering secure, efficient, and seamless payment experiences across borders. As we expand globally, we are shaping the future of digital payments.We are also recognised as one of Singapore’s Top 10 Startups in the LinkedIn Top Startups 2025 list, a reflection of our momentum and the exciting journey ahead for our team.Work Arrangement: Fully On-siteLocation: Menara Bangkok Bank, Kuala LumpurAbout the Role:The Admin Manager is responsible for leading and overseeing the full spectrum of administrative operations for our Kuala Lumpur office. This role goes beyond day-to-day administration — you will be expected to drive operational excellence, enforce governance standards, manage vendor relationships, and act as a strategic support partner to the Country Manager. The ideal candidate is a mature, self-driven professional who can operate independently, lead from the front, and ensure the office runs at its best.What You'll Do:Office Operations & Facilities ManagementLead and oversee end-to-end daily office operations to maintain a productive, professional, and well-functioning work environmentManage office facilities, supplies, equipment procurement, and asset trackingOwn vendor relationships — including sourcing, negotiation, performance management, and contract reviewsCoordinate office maintenance, workplace safety, security access, and business continuity requirementsOversee hostel and accommodation arrangements for staff where applicablePlan and execute office events, team activities, and festive celebrationsEmployee Compliance & GovernanceEstablish, implement, and enforce office policies, SOPs, and operational guidelinesEnsure consistent employee adherence to company rules and workplace standardsServe as the primary point of contact for all office-related staff mattersManage end-to-end onboarding and offboarding processes, including workspace setup, orientation, and access managementTravel & Logistics ManagementCoordinate business travel arrangements for local and regional team members, including flights, accommodation, and itinerariesNegotiate and maintain corporate rates with travel vendors and hotelsBusiness & Grant Support to Country ManagerPartner with the Country Manager on business operations, administrative follow-ups, and cross-departmental coordinationAssist in coordinating and preparing documentation for government grant applications and related submissions to relevant agenciesCompile, organize, and track supporting documents required for grant applications and renewalsLiaise with relevant government agencies, internal teams, and external consultants to ensure timely and accurate submissionsMonitor grant application progress and follow up on outstanding requirementsMaintain proper records of all grant-related correspondence and submissionsPrepare and maintain periodic operational reports, business review documents, and performance summariesSupport the analysis of business performance data and contribute insights for decision-makingAssist in preparing business decks, strategic presentations, and internal reporting materialsProcess Improvement & AdministrationIdentify operational gaps and drive continuous improvement initiativesDevelop and maintain admin SOPs to ensure consistency and complianceManage monthly expense tracking, invoice processing, and budget monitoring for admin-related expendituresWhat We're Looking For:6-10 years of experience in office management, administration, or business operations with at least 1–2 years in a managerial or supervisory capacityBachelor's degree in Business Administration, Management, or a related fieldProven ability to manage vendors, negotiate contracts, and oversee procurement activitiesPrior experience in government grant applications or liaising with government agencies is an added advantageStrong analytical skills with experience preparing reports, business decks, and presentationsExcellent organizational and multitasking abilities in a fast-paced environmentProficient in MS Office Suite (PowerPoint, Excel, Word); familiarity with AI tools is a plusGood command of English and Mandarin in both written and spoken are preferable for communication with Chinese-speaking stakeholdersHigh level of professionalism, integrity, and discretion in handling confidential mattersPersonal Attributes:Mature, proactive, and solutions-oriented with a strong sense of ownershipAbility to lead independently with minimal supervisionStrong interpersonal skills with the ability to manage up, down, and across functionsAdaptable and resilient in a dynamic, fast-growing fintech environment