Admin Executive

2 weeks ago

Shah Alam, Selangor, Malaysia OCS Full time 48,000 - 60,000 per year

Job Purpose:

To provide high-level administrative and operational support to the Operation Manager in managing facility services, ensuring smooth coordination, documentation, and execution of tasks related to site operations, vendor management, and client engagements.

Key Responsibilities:

Administrative Support:

  • Assist in preparing reports, presentations, and documentation related to facility operations.
  • Manage scheduling, meeting coordination, and minute-taking for facility-related discussions.
  • Maintain and organize digital and physical filing systems for contracts, POs, and service records.

Procurement & Vendor Coordination:

  • Support the issuance and tracking of Purchase Orders (POs) and service requests.
  • Liaise with vendors for quotations, service delivery, and compliance documentation.
  • Assist in onboarding and registration of new vendors under the facility management system.

Operational Support:

  • Monitor cleaning schedules, maintenance activities, and event setups.
  • Coordinate with site teams and janitors for training, attendance, and task assignments.
  • Track and follow up management action items, deadlines and priorities.
  • Provide backup support to the SLB account receptionist as and when needed.
  • Prepare briefing documents, reports and presentation for management use.
  • Track and follow up on service issues, client requests, and operational escalations.
  • Project management – Lead and support transition projects.

Client & Stakeholder Engagement:

  • Act as a point of contact for internal and external stakeholders regarding facility matters.
  • Support communication with clients for scheduling, feedback, and service updates.
  • Assist in preparing client-facing documents and reports.

Requirements:

Education & Experience:

  • Diploma or Degree in Business Administration, Facility Management, or related field.
  • Minimum 2 years of experience in administrative or operations support roles.

Skills & Competencies:

  • Strong organizational and multitasking abilities.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Good communication and interpersonal skills.
  • Ability to work independently and handle confidential information.

Preferred Attributes:

  • Experience in facility management or service industry.
  • Familiarity with procurement systems and vendor management processes.
  • Proactive, detail-oriented, and solution-driven.

Job Types: Full-time, Permanent, Fresh graduate

Pay: RM4, RM5,000.00 per month

Benefits:

  • Health insurance
  • Maternity leave
  • Opportunities for promotion
  • Professional development

Work Location: In person

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