Operations Officer cum Admin Assistant

2 weeks ago

Bandar Utama Selangor, Malaysia Bandar Utama City Corporation Sdn Bhd Full time 30,000 - 60,000 per year

1. Daily Mall Operations

  • Conduct daily walkabouts to inspect cleanliness, lighting, air-conditioning, toilets, lifts, escalators, and overall mall conditions.
  • Report and follow up on maintenance issues (electrical, plumbing, air-conditioning, etc.) with technicians or service contractors until resolved.
  • Ensure all contractors and service providers carry out their duties effectively (cleaning, security, landscaping, pest control, etc.).
  • Assist in monitoring and supervising minor repair works or mall setup activities.
  • Respond promptly to tenant and shopper feedback or complaints related to maintenance and cleanliness.

2. Tenant Coordination

  • Serve as the main contact point for tenants on operational and maintenance matters.
  • Assist in tenant handover, renovation work coordination, and reinstatement inspections.
  • Ensure tenants comply with mall house rules and safety regulations.
  • Update tenant contact lists and assist in distributing circulars or memos.

3. Administrative & Documentation Support

  • Prepare inspection checklists, maintenance reports, and daily operation summaries.
  • Handle purchase requisitions, quotation comparisons, and payment processing for maintenance and service contracts.
  • Maintain filing systems for operational documents, service contracts, and vendor records.
  • Assist in preparing monthly operational reports for management review.
  • Keep stock records of maintenance tools, cleaning supplies, and office stationery.

4. Vendor & Contractor Liaison

  • Coordinate with service providers for scheduled and ad-hoc maintenance work.
  • Ensure contractors follow safety procedures and complete work on time.
  • Monitor performance of service contractors and report non-compliance to the Manager.

5. Safety & Emergency Response

  • Ensure fire extinguishers, alarm systems, and emergency exits are in good working condition.
  • Report any safety hazards immediately and follow up on rectification.
  • Assist in conducting fire drills or emergency evacuation exercises.
  • Record and report incidents, accidents, or breakdowns promptly.

6. General Office Administration

  • Handle phone calls, correspondence, and visitors at the management office.
  • Assist in scheduling meetings, preparing notices, and distributing internal memos.
  • Support HR-related tasks such as attendance tracking, duty roster updates, and leave record maintenance for the operations team.

Qualifications & Requirements

  • Diploma or Certificate in Property/Building Management, Electrical/Mechanical Engineering, or related discipline.
  • 1–3 years of working experience in mall operations, facilities management, or general administration.
  • Hands-on, proactive, and willing to work on-site to resolve operational issues.
  • Good communication and interpersonal skills to deal with tenants, vendors, and contractors.
  • Basic computer literacy (Microsoft Office, Excel, email).
  • Able to work on weekends, public holidays, or on-call duty as required.

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