Position Title: Operations Executive
Reports To: Operations Manager
Department: Operations
Location: 40150, Shah Alam, Selangor, Malaysia
About Dyna
Dyna specializes in providing robust energy solutions for remote and off-grid locations. As a sister company to Rooftop Energy, we leverage industry-leading expertise to power Malaysia's most challenging environments through integrated Solar PV and Genset hybrid systems.
Role Overview
The Operation Executive is responsible for supporting day-to-day operational and administrative functions, including invoicing, project documentation, and operational coordination. This role plays a key part in ensuring smooth business operations by liaising between internal teams, clients, and external partners, while maintaining accurate records and compliance with company policies.
Key Responsibilities:
Invoicing & Billing
- Prepare and issue invoices for Rental, NEM (Net Energy Metering), and Solar projects.
- Handle invoicing for Preventive Maintenance (PM), ensuring supporting documents are complete.
- Track and maintain invoicing records, follow up on outstanding payments, and reconcile with customer accounts.
Operational Coordination
- Assist in preparing and submitting work permits, project documentation, and related operational requirements.
- Support coordination with clients, contractors, and internal departments to ensure smooth execution of projects.
- Monitor project deliverables and maintain records for operational reports.
Reporting & Documentation
- Maintain trackers and reports for projects, SLA (Service Level Agreements), and monthly operational activities.
- Provide input for accruals and operational cost reporting.
- Ensure all documentation is filed and updated systematically for audit and reference purposes.
Customer & Vendor Support
- Liaise with customers for invoice-related matters and resolve discrepancies.
- Coordinate with vendors/suppliers to ensure timely submission of documents or deliverables.
- Provide operational support to ensure client satisfaction and project compliance.
Compliance & Internal Processes
- Ensure that all operational and invoicing activities comply with company policies, SOPs, and regulatory requirements.
- Support audit and compliance checks by providing necessary documentation and clarifications.
Other Responsibilities
- Provide general administrative and operational support to the Operations and Finance teams.
- Assist in ad-hoc projects and assignments as required by management.
- Contribute to the company's automation and process improvement initiatives by supporting the identification, development, and implementation of automated solutions where applicable.
- Perform any other work-related tasks assigned by superior.
Requirements
- Bachelor's Degree in Business Administration, Operations Management, Accounting, Finance, or any related field.
- 0-2 years of relevant working experience in operations, administration, invoicing, or project coordination roles. Fresh graduates with relevant internship experience or a strong interest in operations and administrative functions are encouraged to apply.
- Hands-on experience in invoicing, billing processes, and documentation control.
- Proven experience in operational coordination, including liaising with internal teams, clients, and external vendors.
- Familiar with project documentation, work permits, and operational reporting.
- Proficient in Microsoft Excel and other Microsoft Office applications; experience with ERP or accounting systems is an advantage.
- Strong attention to detail, with good record-keeping and documentation skills.
- Good time management and organizational skills, able to manage multiple tasks and meet deadlines.
- Strong communication and interpersonal skills.
- Able to work independently with minimal supervision and take ownership of assigned tasks.
- Knowledge of company SOPs, compliance, and audit requirements is an added advantage.
- Mature, responsible, and able to perform under operational timelines and pressure.
