Assistant Manager

Assistant Manager – Admin

Department: Administration

Reports to: Regional Manager HR - Asia

Location: Kuala Lumpur, Malaysia

Employment Type: Full-time

About the Role

We are seeking a proactive and detail-oriented Assistant Manager – Admin to manage the organization's administrative operations. The role involves overseeing office facilities, vendor management, compliance, and support services to ensure smooth day-to-day functioning across departments.

Key Responsibilities

• Manage day-to-day office administration, including facilities, housekeeping, security, and maintenance
• Oversee vendor management — negotiate contracts, track SLAs, and manage relationships with service providers (courier, cafeteria, stationery, AMC vendors, etc.)
• Coordinate travel, accommodation, and logistics for employees and visiting guests
• Manage office supplies, inventory, and asset tracking (furniture, equipment, IT assets in coordination with IT team)
• Ensure statutory and regulatory compliance (licenses, permits, fire safety, insurance renewals, etc.)
• Support HR with onboarding/offboarding logistics, seating arrangements, ID cards, and employee facility requests
• Manage petty cash, admin budgets, and vendor invoicing/billing in coordination with Finance
• Coordinate logistics for internal events, meetings, and conferences
• Liaise with building management, local authorities, and external agencies as required
• Supervise administrative staff, drivers, housekeeping, and support personnel
• Maintain admin records, MIS reports, and documentation for audits
• Implement and monitor office safety, security protocols, and emergency preparedness plans
• Assist senior management with special projects and process improvement initiatives

Required Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent vendor negotiation and relationship management skills
• Good communication skills (written and verbal)
• Proficiency in MS Office (Excel, Word, PowerPoint) and admin/facility management tools
• Budgeting and cost-control skills
• Problem-solving mindset with attention to detail
• Ability to work under pressure and manage urgent/last-minute requirements
• People management and team leadership skills

Qualifications & Experience

• Graduate/Postgraduate in Business Administration, Facility Management, or a related field
• 4–7 years of experience in administration, facility management, or office operations
• Prior experience managing vendor contracts and facility operations preferred

Preferred Attributes

• Experience in a fast-paced corporate environment
• Familiarity with compliance and regulatory requirements relevant to the industry
• Flexibility to work extended hours as required

Key Performance Indicators (KPIs) – KPI Description / Target

1. Vendor SLA Compliance - % of vendors meeting agreed service levels (target: 95%+ compliance)
2. Admin Cost Management Adherence to admin budget - % variance kept within approved limits (e.g., <5%)
3. Facility Uptime - % uptime of office facilities/utilities with minimal disruption to operations
4. Compliance & Audit Readiness Zero statutory non-compliance findings - timely renewal of licenses/permits (100% on-time)
5. Turnaround Time (TAT) - Average resolution time for employee admin requests/tickets (target: within 24–48 hrs)
6. Event/Logistics Execution - % of internal events/meetings executed without logistical issues
7. Inventory & Asset Accuracy Accuracy of asset register vs. physical audit (target: 98%+ match)
8. Employee Satisfaction (Admin Services) Internal satisfaction score/survey rating on admin support services
9. Petty Cash & Invoice Accuracy Error-free processing of petty cash and vendor invoices (target: <2% discrepancy rate)
10. Safety & Security Incidents Number of safety/security incidents reported (target: zero preventable incidents)