Admin & Facilities Lead | Vendor & Compliance Expert

APX Luxury; Kuala Lumpur; On-site; MYR 60,000 - 100,000; Full time

Job summary

APX Luxury in Kuala Lumpur is seeking an experienced Assistant Manager – Admin to oversee the organization’s administrative operations, facilities, vendor management, and compliance. The role includes supporting HR onboarding/offboarding and coordinating logistics for staff and guests.

You will supervise admin staff, manage budgets and invoices, and ensure accurate records for audits while liaising with building management and authorities.

Qualifications

• Graduate or postgraduate degree in Business Administration, Facility Management or related field.
• 4–7 years of experience in administration, facility management, or office operations.
• Experience managing vendor contracts and facility operations preferred.

Responsibilities

• Manage day-to-day office administration, including facilities, housekeeping, security, and maintenance.
• Oversee vendor management — negotiate contracts, track SLAs, and manage relationships with service providers (courier, cafeteria, stationery, AMC vendors, etc.).
• Coordinate travel, accommodation, and logistics for employees and visiting guests.
• Manage office supplies, inventory, and asset tracking (furniture, equipment, IT assets).
• Ensure statutory and regulatory compliance (licenses, permits, fire safety, insurance renewals).
• Support HR with onboarding/offboarding logistics, seating arrangements, ID cards, and employee facility requests.
• Manage petty cash, admin budgets, and vendor invoicing/billing in coordination with Finance.
• Coordinate logistics for internal events, meetings, and conferences.
• Liaise with building management, local authorities, and external agencies as required.
• Supervise administrative staff, drivers, housekeeping, and support personnel.
• Maintain admin records, MIS reports, and documentation for audits.
• Implement and monitor office safety, security protocols, and emergency preparedness plans.
• Assist senior management with special projects and process improvement initiatives.

Skills

Organizational skills

Vendor negotiation

Communication skills

MS Office proficiency

Budgeting

Problem-solving

People management

Time management

Education

Graduate/Postgraduate in Business Administration or Facility Management

Tools

MS Office

Facility management tools

Job description

APX Luxury in Kuala Lumpur is seeking an experienced Assistant Manager – Admin to oversee the organization’s administrative operations, facilities, vendor management, and compliance. The role includes supporting HR onboarding/offboarding and coordinating logistics for staff and guests.

You will supervise admin staff, manage budgets and invoices, and ensure accurate records for audits while liaising with building management and authorities.