Operations Administrator

2 days ago

Kuala Lumpur Centre Kuala Lumpur, Malaysia CITY FACILITIES MANAGEMENT SDN. BHD. Full time

Maintenance Administration

  • Raise reactive maintenance jobs from quotes and faults identified during Planned Preventative Maintenance (PPM) inspections.
  • Review contractor quotes against approved rate cards to ensure accuracy and cost compliance.
  • Prepare and submit quotes, ensuring all required details are included and notes are clear and accurate.
  • Maintain registers for store changes, handovers, warranties, and site-specific information.
  • Ensure store events are correctly configured in operating systems prior to opening.

Compliance Coordination

  • Assist with scheduling, documentation, and communication of maintenance activities and inspections.
  • Support coordination of Defects Liability Period (DLP) inspections and warranty-related follow-ups.

Stakeholder Communication

  • Assist with scheduling, documentation, and communication of maintenance activities and inspections.
  • Develop and maintain productive relationships with key stakeholders.
  • Regularly liaise with key stakeholders, including the Partnership team, City technicians and management team, and subcontractors.
  • Support coordination of Defects Liability Period (DLP) inspections and warranty-related follow-ups.

Reporting and KPI Tracking

  • Provide reports and respond to requests for PPM documentation and operational data.
  • Monitor performance against KPIs and support compliance tracking.

General Administration

  • Undertake general administrative duties as directed by the Site Maintenance Manager (SMM).
  • Manage shared inboxes; organize meetings and travel; support process improvements and team coordination.
  • Contribute to process improvements and efficiency initiatives.
  • Undertake additional tasks and projects as required by management or in response to changing operational needs, ensuring flexibility and responsiveness to unforeseen requirements.

Qualifications / Experience / Expertise

  • Minimum Diploma in Business Administration, Facilities Management, or related discipline (preferred).
  • 2+ years in administrative roles within facilities or maintenance environments; Intermediate to advanced Microsoft Office skills (especially Excel).
  • Experience with CMMS or maintenance systems.
  • Strong organizational and communication skills

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