Administration & Personal Affairs (Executive / Manager)

GD Pavilion Sdn Bhd; Negeri Sembilan; On-site; MYR 60,000 - 90,000; Full time

Job summary

GD Pavilion Sdn Bhd is seeking an Administration & Personal Affairs professional (Mandarin speaker) to support the principal with personal and operational tasks. This role oversees drivers, vehicles, clubhouse, and property liaison, coordinating logistics, budgets, and service standards.

The incumbent will plan personal and operational workflows, manage budgets, and ensure seamless support across Nilai, Kajang, and Kuala Lumpur locations.

Qualifications

• 2-3 years' experience managing drivers, vehicles, facilities, or personal/household operations for senior management or high-profile individuals.
• Strong organizational skills with high attention to detail and discretion.
• Willing to travel between Nilai, Kajang, and Kuala Lumpur for operations and personal arrangements.

Responsibilities

• Plan and coordinate driver schedules and transport logistics.
• Oversee vehicle maintenance, insurance, and road tax renewals.
• Manage clubhouse operations, budgeting and facilities, including vendor liaison.
• Coordinate prayers, fruits, personal arrangements, and ad-hoc errands for the Principal.
• Liaise with property management for access and compliance.
• Provide regular budget and operations updates to the Senior Manager while refining SOPs.

Skills

Driver management

Budgeting

Vendor coordination

Discretion & organization

Education

SPM or Diploma in Business Administration/Hospitality/Facilities Management

Tools

MS Office

Job description

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Administration & Personal Affairs (Executive / Manager)

Job Title: Administration & Personal Affairs (Mandarin Speaker)
Reporting Line: Reports to Senior Manager
Location: Nilai, Kajang & Kuala Lumpur

Reporting Line Reports to: Senior Manager

Position Summary

The Administration & Personal Affairs reports to the Senior Manager and oversees drivers, vehicles, clubhouse, property liaison, and selected welfare/personal arrangements to provide seamless personal and operational support to the principal. This role is to plans and coordinates personal logistics and facilities, consolidating driver and vehicle management, clubhouse operations, property access, and personal errands under one central point of responsibility, while monitoring budgets and service standards.

Key Duties and Scope of Work

1. Driver Management
   Plan and oversee drivers' daily schedules, task assignments, leave, performance KPIs, and annual health checks to ensure safe, punctual, and reliable transport services.
2. Vehicle & Transport Management
   Manage vehicle usage, maintenance, cleanliness, lending procedures, insurance and road tax renewals, and in-car essentials to keep all vehicles roadworthy, presentable, and ready for use.
3. Clubhouse Operations & Facilities
   Oversee clubhouse budget, staffing, festive decorations, security, Guanyin upkeep, and general maintenance (including facilities, equipment, and contracted services) to ensure a comfortable and well-maintained environment. Including the coordination for meal menu with the chef, budgeting, setups etc.
4. Prayers, Fruits & Personal Arrangements
   Manage weekly, festive, and special-occasion prayers in a simple, organized manner; coordinate fruit-related matters such as ordering, arrangements, and occasional fruit picking at designated locations; and handle day-to-day personal errands and special requests for the Principal (including ad-hoc purchases, deliveries, and small logistics tasks) to ensure personal needs are efficiently taken care of.
5. Property & Access Liaison
   Liaise with property management offices for Kajang and TRX on visitor access, access cards, and routine property-related matters to maintain smooth building access and compliance.
6. Reporting & Continuous Improvement
   Provide regular updates to the Senior Manager on budgets, maintenance issues, and key matters within the Personal Affairs scope, and contribute ideas to refine SOPs and processes.

Experience and Qualification Requirements

• SPM or Diploma in Business Administration, Hospitality/Facilities Management, or related field, or equivalent experience.
• 2-3 years' experience managing drivers, vehicles, facilities, or personal/household operations for senior management or high-profile individuals.
• Proven experience in vendor coordination, maintenance follow-up, and basic budgeting or cost control. Language and Skill Requirements
• Good command of English and Bahasa Malaysia; Mandarin or local dialects is an advantage.
• Strong organizational and coordination skills, with high attention to detail and discretion.
• Good interpersonal and communication skills to work with staff, management, and external vendors,
• Proficient in basic office software for scheduling, budgeting, and reporting.
• Able to handle urgent requests, changing priorities, and occasional after-hours requirements professionally.
• Willing to travel regularly between Nilai, Kajang, and Kuala Lumpur to oversee operations, properties, and personal affairs matters as required.
• Possess a valid driving license and own transportation is an advantage.

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