Admin Assistant (Operations)

Cofreth; Kuala Lumpur; On-site; MYR 24,000 - 36,000; Full time

Job summary

A leading facilities management company in Kuala Lumpur is seeking an Administrative Coordinator to provide comprehensive support. This role involves coordinating maintenance activities, managing procurement processes, and generating reports. Ideal candidates will have a diploma in Administration or related fields and 1-3 years of relevant experience. Strong communication and reporting skills are essential, along with familiarity with CMMS software. This position ensures smooth operations within the Facilities Management team and handles vital administrative tasks.

Qualifications

• 1–3 years of experience in an administrative, reporting or coordination roles.
• Familiarity with CMMS software is preferred.

Responsibilities

• Provide comprehensive administrative support to the Facilities Management team.
• Coordinate daily maintenance activities and ensure preventive maintenance schedules are executed.
• Serve as a liaison between the FM team, vendors, contractors, and internal departments.
• Handle procurement support by tracking approvals and maintaining records.
• Prepare and submit FM reports covering maintenance activities and KPIs.
• Support audits and inspections by organizing required data and ensuring accuracy.

Skills

Strong communication skills

Reporting skills

Coordination skills

Education

Diploma in Administration, Facilities Management, or related field

Tools

CMMS software

Job description

Diploma in Administration, Facilities Management, or related field.

1–3 years of experience in an administrative, reporting or coordination roles.

Strong communication, reporting and coordination skills.

Familiarity with CMMS software (preferred).

Job Description

Provide comprehensive administrative support to the Facilities Management team, including maintaining organized records, preparing documentation, scheduling meetings, taking minutes and tracking action items.

Coordinate daily maintenance activities by logging and monitoring requests, complaints and job closures through CMMS or manual systems, and ensuring preventive maintenance schedules are executed on time.

Serve as a key liaison between the FM team, vendors, contractors and internal departments, ensuring smooth communication and timely follow-ups on tasks, service reports and invoice submissions.

Handle procurement support by raising purchase requisitions, tracking approvals and maintaining complete records of quotations, purchase orders, delivery notes, invoices and vendor compliance documents.

Prepare and submit accurate daily, weekly and monthly FM reports covering maintenance activities, helpdesk performance, energy usage, vendor performance and other KPIs, while maintaining updated asset, equipment and inventory data.

Support audits and inspections by organizing required data, assisting in documentation review and ensuring accuracy and completeness of records.

Assist with health, safety and compliance requirements by maintaining incident reports, fire drill records, certificates and statutory documentation, ensuring all safety information is current and properly displayed.

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