Admin Manager, Data Centre Operations

Good Job Creations (Singapore) Pte Ltd; Johor; On-site; MYR 60,000 - 90,000; Full time

Job summary

Good Job Creations (Singapore) Pte Ltd is seeking an experienced Admin/Facilities Manager to oversee day-to-day site administration at a Johor, Malaysia location. You will manage office operations, procurement, and documentation while coordinating with engineering for maintenance and safety compliance.

The role requires 5+ years in administration or facilities management, with knowledge of Malaysian regulations and strong MS Office and CMMS/ERP proficiency.

Qualifications

• Bachelor's degree or Diploma in Business Administration, Facilities Management, Property Management, or related discipline.
• Minimum 5 years in admin/facilities/building/property administration; data centre or industrial facility experience is a plus.
• Candidates with Building/Facilities/Property Administration leadership roles are encouraged to apply.
• Knowledge of contractor coordination, PPM scheduling, statutory compliance, and permit management.
• Familiarity with site access control, visitor management, and physical security procedures.
• Experience with vendor management, procurement admin, and site-level budget tracking.
• Understanding of Malaysian Employment Act, EPF, SOCSO, EIS and local authority regulations.
• Proficient in MS Office; knowledge of CMMS/ERP tools is an advantage.
• Excellent written and verbal English and Bahasa Malaysia; Mandarin is an advantage.
• Able to work in a 24/7 operation with shift-based engineering and operations teams.

Responsibilities

• Oversee day-to-day site administration including office management, facilities upkeep, procurement of consumables and supplies, and coordination of site services.
• Manage and maintain all site documentation including equipment registers, maintenance logs, audit trails, SOPs, and records management systems.
• Coordinate planned preventive maintenance schedules, calibration records, inspection certificates, and statutory documentation with the engineering team.
• Administer the Permit to Work documentation process, ensuring proper authorisation and filing.
• Maintain and update the site asset register, tracking inventory, warranty records, and lifecycle documentation.
• Manage vendor and contractor administrative requirements end-to-end including NDA processing and access badges.
• Coordinate and process visitor access requests, contractor registrations, and escort arrangements per security policies.
• Maintain visitor/contractor logs, access card inventory, and CCTV/access control records with security.
• Support procurement for site consumables, spare parts, and facilities supplies; raise POs and process invoices.
• Coordinate regulatory and compliance submissions including permits, fire safety, environmental records, and renewals.
• Liaise with government bodies for permits, licences, inspections, and statutory submissions.
• Ensure operations adhere to Malaysian statutory requirements; assist audits.
• Manage timesheets and attendance for site operations employees; align with payroll.
• Support onboarding/offboarding of site personnel; provide induction scheduling.
• Serve as on-site HR contact for leave, claims and general queries; liaise with corporate HR on training and employee relations.
• Maintain up-to-date employee records in compliance with Act, EPF, SOCSO, EIS.
• Organise site meetings, town halls, customer visits; manage communications and visitor logistics.
• Coordinate scheduling for planned maintenance windows, third-party audits, and customer walkthroughs.

Skills

Contractor coordination

Documentation management

Budget tracking

Site access control

Report writing

MS Office

Education

Bachelor's degree or Diploma in Business Administration, Facilities Management, Property Management, or related

Tools

CMMS

ERP systems

Microsoft Excel

Document management systems

Job description

Job ID:1676180

Location: Digital Hyperspace Malaysia Sdn Bhd, No.75-A & 77-A Jalan Suria 2, Pusat Komersial Suria, 81550 Gelang Patah, Johor

Responsibilities

• Oversee day-to-day site administration including office management, facilities upkeep, procurement of consumables and supplies, and coordination of site services such as cleaning, security, and pest control.
• Manage and maintain all site documentation including equipment registers, maintenance logs, compliance certificates, audit trails, SOPs, and records management systems.
• Coordinate and track planned preventive maintenance (PPM) schedules, calibration records, inspection certificates, and statutory maintenance documentation in coordination with the engineering team.
• Administer the Permit to Work (PTW) documentation process, ensuring all paperwork is accurately completed, properly authorised, filed, and tracked before and after maintenance activities.
• Maintain and update the site asset register, tracking equipment inventory, warranty records, and lifecycle documentation; support capital expenditure tracking and asset disposal processes.
• Manage vendor and contractor administrative requirements end-to-end, including NDA processing, insurance certificate collection, induction scheduling, site access badge issuance, and performance record‑keeping.
• Coordinate and process visitor access requests, contractor registrations, and escort arrangements in accordance with site security and access control policies.
• Maintain the site visitor and contractor logbook, access card inventory, and CCTV/access control system records in collaboration with the security team.
• Support the procurement cycle for site consumables, spare parts, and facilities supplies by raising purchase orders, tracking deliveries, managing goods receipt documentation, and processing invoices.
• Manage petty cash, expense tracking, and purchase order administration for site-level expenditure; liaise with the finance team to ensure alignment with approval workflows and budget controls.
• Coordinate regulatory and compliance submissions including utility permits, fire safety certificates, environmental compliance records, occupancy‑related renewals, and government filings.
• Liaise with government bodies, local authorities, utility providers, and regulatory agencies for site permits, licence renewals, inspections, and statutory submissions.
• Ensure site operations adhere to Malaysian statutory requirements and local authority requirements; support internal and external audit processes by preparing documentation and coordinating audit logistics.
• Manage timesheet and attendance records for site-based operations employees, ensuring accuracy and timely submission in alignment with payroll processing cycles.
• Support onboarding and offboarding processes for site personnel including documentation, orientation coordination, access provisioning, and induction scheduling.
• Serve as the on‑site HR point of contact for operations employees on matters relating to leave management, claims, and general HR queries; liaise with the corporate HR function on performance cycles, training programmes, and employee relations matters.
• Maintain up‑to‑date employee records and HR documentation in compliance with the Malaysian Employment Act, EPF, SOCSO, EIS requirements, and company policies
• Organise and minute site meetings, management reviews, town halls, and customer site visits; manage internal communications, notice boards, and visitor logistics.
• Coordinate scheduling and logistics for planned maintenance windows, third-party audits, and customer walk‑throughs, ensuring all parties are briefed and documentation is in order.

Requirements

• Bachelor's degree or Diploma in Business Administration, Facilities Management, Property Management, or a related discipline.
• Minimum 5 years of experience in an administrative, facilities management, building management, or property administration role; experience within a data centre, industrial facility, or mission‑critical environment is advantageous but not required.
• Candidates with backgrounds as Building Managers, Facilities Managers, or Property/Building Administration Managers are strongly encouraged to apply — the operational and compliance scope of this role is closely aligned with those disciplines.
• Good working knowledge of facilities and building management practices including contractor coordination, PPM scheduling, statutory compliance, and permit management.
• Familiarity with site access control systems, visitor management protocols, and physical security procedures.
• Experience managing vendor relationships, procurement administration, and site‑level budget tracking.
• Understanding of Malaysian statutory compliance requirements including the Employment Act, EPF, SOCSO, EIS, and relevant local authority regulations.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); familiarity with document management systems, CMMS platforms, or ERP/procurement tools is an advantage.
• Excellent written and verbal communication skills in English and Bahasa Malaysia; proficiency in Mandarin is an advantage to liaise with Chinese stakeholders
• Ability to work in a 24/7 operational environment and collaborate effectively with shift-based engineering and operations teams.

We regret that only shortlisted candidates will be notified. However, rest assured that all applications will be updated to our resume bank for future opportunities.

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