Manager, Administration

Company description:

FFM Berhad (FFM) was founded in 1962 and began milling wheat flour in 1966. Today, it is Malaysia's largest flour miller, with operations in Vietnam (via its subsidiaries) and in Thailand and China (via its associates). With continuing efforts to broaden its earning base, the FFM Group is now a major player in animal feed manufacturing, the marketing and distribution of international and local consumer products, the poultry business, food processing, industrial bakery and grain trading. The bakery business is operated by The Italian Baker Sdn. Bhd. under the name 'Massimo'.

Job description:

The Italian Baker Sdn Bhd, Sungai Buloh, Selangor The Administration Manager is responsible for leading the administration function for the The Italian Baker's nationwide sales operations, ensuring smooth business operations, including licenses and regulatory renewals, facilities management, and coordination of events or projects under the sales entity. Responsibilities

• Oversee licenses registration and renewal (business licenses, KPDN, wholesale licenses, and other statutory requirements).
• Serve as the contact person with government authorities (e.g. BOMBA, municipal councils) on matters directly under the sales entity.
• Manage office administration and operations to ensure organizational effectiveness, efficiency, and compliance across branches.
• Oversee facilities management including housekeeping, pest control, equipment upkeep, and safety requirements.
• Coordinate events and projects for the entity, ensuring alignment with the Entity Head.
• Act as custodian of SOPs; ensure compliance and standardization of administration practices across all branches.
• Monitor procurement of office items, ensuring efficiency, cost control, and consistency in pricing across branches.

People Leadership and Culture Development

• Build, lead, and develop a competent, motivated and highly-performing administration team.
• Foster a workplace culture centred on safety, accountability, innovation, collaboration, and continuous improvement.
• Set clear performance expectations and KPIs, conduct performance reviews, and provide coaching, feedback, and career development opportunities.

Stakeholder Engagement and Collaboration

• Collaborate closely with relevant management team across the group, sales team, suppliers, and customers to align business operations with broader commercial goals.
• Build and maintain productive relationships with regulatory bodies, industry associations, key customers, and external partners.
• Serve as a key representative of the company in customer, regulatory, and industry engagements, as and when required.

General Leadership and Support

• Model and uphold the company's culture, values, and ethical standards, inspiring trust and accountability at all levels.
• Demonstrate adaptability and collaboration in supporting group-wide initiatives and cross-functional projects.
• Undertake special assignments and additional responsibilities as delegated by senior management from time to time.

Qualification, Experience & Skills

• Minimum Bachelor's degree in Business Administration, or related field.
• Minimum 6-8 years' of relevant working experience administration, preferably in a multi-branch or sales/distribution environment.
• Experience in managing administration, facilities, and licensing processes.
• Proven ability to work with multiple stakeholders and matrix reporting structure.
• Strong analytical and problem-solving skills with attention to detail.
• Excellent communication and interpersonal skills, negotiation, and stakeholder management abilities.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).

Competencies

• Able to make and assess personal/team decisions and align actions with organisation's vision and mission.
• Able to establish and maintain open/trusting relationships with colleagues and stakeholders to nurture collaborative partnerships and work towards a common goal.
• Able to contribute and encourage new ideas and approaches to support business growth; demonstrate openness to and enthusiasm for new initiatives and appropriately challenges the status quo; adapt and improvise quickly, appropriately, and decisively to internal/external changes.
• Able to display accountability for team and personal decisions/outcomes and take proactive actions to achieve results with dedication to follow through on commitments; create plans and manage resources to accomplish and deliver self and team's commitments.
• Able to understand and prioritize stakeholders' needs/expectations and develop solutions to improve service delivery.
• Able to appreciate the complex interrelationships between external factors and internal business operations and develop strategic plans in response to market shifts and shocks anchored on organisation's vision, purpose, and strategy.
• Able to nurture the culture of learning organisation.