Automation & Systems Implementation Executive

About the Company

Responsible for driving workflow automation and internal system implementation across HQ and outlets, with an initial focus on Lark setup, workflow standardization, and user adoption. The role will gather requirements, map business processes, build and test automations, train users, document SOPs, and support continuous improvement to enhance productivity, reduce manual work, and improve cross-department coordination.

About the Role

Principal Accountabilities:

Workflow Mapping & Process Improvement

• Gather requirements from departments and translate them into clear workflows, flowcharts, and implementation plans.
• Identify inefficiencies, duplicated effort, approval gaps, and manual processes that can be standardized or automated.
• Recommend practical workflow improvements before automation is built.

Automation Build & Configuration

• Build and maintain Lark forms, bases, approval flows, reminders, dashboards, and automations.
• Configure workflows according to approved business rules, user permissions, and reporting needs.
• Support simple integrations or coordination with vendors/IT for more advanced automation requirements.

Testing & Rollout

• Conduct user acceptance testing (UAT), scenario testing, and issue logging before go-live.
• Coordinate pilot launches and phased rollouts across departments or outlets.
• Troubleshoot workflow issues and ensure smooth deployment.

Training & Adoption

• Develop training materials, SOPs, user guides, and simple reference documentation.
• Conduct onboarding and basic workflow automation training for departments.
• Support the development of department champions who can manage low-risk, simple automations on their own.
• Follow up on usage and adoption after rollout.

Support & Continuous Improvement

• Monitor live workflows and gather user feedback.
• Identify bugs, process gaps, broken logic, duplicate workflows, or training needs, and implement corrective actions.
• Continuously improve workflows through iteration, simplification, and better standardization.

Governance & Documentation

• Maintain workflow inventory, ownership records, SOPs, naming conventions, and change logs.
• Ensure workflows follow company standards for security, permissions, and documentation.
• Escalate system-wide changes, sensitive data issues, or high-impact workflow risks to the IT Manager.

Project Coordination

• Manage timelines, priorities, status updates, and action tracking for multiple concurrent automation requests.
• Coordinate with internal stakeholders and external vendors where required.
• Prepare simple progress reports, rollout status, and improvement recommendations for management.

Knowledge

Good understanding of workflow automation, process mapping, and system implementation

Basic knowledge of cloud-based workplace tools and digital collaboration systems

Understanding of user access, data handling, and operational SOP discipline

Skills

Strong process mapping and documentation skills

Hands-on ability to build low-code / no-code automations

Strong testing, troubleshooting, and problem-solving ability

Clear communication and stakeholder management

Training and facilitation skills

Good time management and ability to manage multiple requests simultaneously

Attitude

Proactive and resourceful

Detail-oriented and structured

Patient when supporting non-technical users

Comfortable working independently

Improvement-focused and open to iteration

Strong sense of ownership and accountability

Preferred Experience:

2–4 years in system implementation, workflow automation, IT project coordination, or operations improvement.

Experience with Lark, Airtable, Notion, Power Automate, Zapier, Make, or similar platforms.

Experience supporting cross-functional teams and end-user training.

Experience in multi-outlet or service operations environment is an advantage.

Salary:

RM 5,500