Admin & Facility Manager

6 months ago


Petaling Jaya, Malaysia CITY UNIVERSITY Full time

JOB SUMMARY Supervising the day-to-day operations of the Administration & Asset Facilities Department. Plan and coordinate administrative procedures and systems and devise ways to streamline processes. Oversee operations, safety, purchasing/ procurement and facilities & campus management. Monitor costs and expenses to assist in budget preparation. Ensure operations adhere to organizational policies and procedures. Keep abreast with all organizational changes and business developments. DUTIES & RESPONSIBILITIES 1. Administrative Oversight: - Develop and implement administrative policies, procedures and systems to streamline operations and ensure compliance with relevant regulations. - Coordinate and supervise administrative staff, including receptionists, clerical personnel, and office assistants. - Oversee day-to-day administrative tasks, such as managing schedules, maintaining records, handling correspondence and handling inquiries from internal and external stakeholders. - Ensure the availability of necessary resources, equipment and supplies to support administrative functions. - Budgeting and Financial Management - Collaborate with relevant stakeholders to develop and manage the administrative budget. - Monitor and control expenditures, review financial reports and identify areas for cost optimization. - Work closely with finance personnel to process invoices, track expenses and reconcile accounts. - Facilities and Operations Management - Oversee facilities management, including maintenance, repairs and security. - Coordinate with vendors, contractors and service providers to ensure the provision of quality services. - Implement safety and security protocols, emergency procedures, and disaster recovery plans. - Communication and Stakeholder Engagement - Facilitate effective communication channels within the educational institution, ensuring timely dissemination of information. - Collaborate with other departments to coordinate events, meetings and conferences. - Liaise with parents, students, faculty and external organizations to address concerns, resolve issues and maintain positive relationships. REQUIREMENTS - Possess at least a Bachelor’s Degree, asset / facilities Management or equivalent. - Experience in facility / services activities of which 8 years must be in a managerial role in a similar industry. - Proven experience as facilities manager or relevant position - Well-versed in technical/engineering operations and facilities management best practices - Excellent verbal and written communication skills - Excellent organizational and leadership skills - Good analytical/critical thinking
To be a University that is recognised as among the leading institutions of higher learning with a steadfast commitment to excellence and perfection. To provide high quality industry and market driven educational courses and programmes with the aim of producing knowedge-based, socially responsible leaders and managers. To produce quality graduates, well-balanced with the employability attributes of professionalism, communication skills, intellectual curiosity, ethical behaviour and lifelong learning.
Bachelor's or Equivalent



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