Administration & Personal Affairs (Executive / Manager)

GD Pavilion Sdn Bhd; Nilai; On-site; MYR 36,000 - 60,000; Full time

Benefits offered by this job

Medical Claims

EPF & SOCSO Contributions

Free Parking

Mileage Reimbursement for Work-Related

Annual & Medical Leave Entitlement

Staff Engagement Activities & Celebr2

Career Development Opportunities

Job summary

GD Group of Companies in Nilai is seeking an Administration & Personal Affairs Executive/Manager to oversee drivers, vehicles, clubhouse, and personal arrangements for the Principal. This role consolidates logistics, budgets, and service standards under one central point of responsibility.

Responsibilities include coordinating driver schedules, vehicle maintenance, clubhouse operations, and personal errands while ensuring cost control and SOP improvements.

Qualifications

• SPM or Diploma in Business Administration, Hospitality/Facilities Management, or related field.
• 2-3 years’ experience managing drivers, vehicles, facilities.
• Proven experience in vendor coordination and basic budgeting.

Responsibilities

• Oversee driver management and schedules.
• Manage vehicle usage, maintenance, and renewals.
• Run clubhouse operations and facilities budgeting.
• Coordinate personal arrangements for the Principal.
• Liaise with property management for access.
• Provide budgets updates and SOP improvements.

Skills

Driver management

Facilities management

Budgeting basics

Vendor coordination

Languages: English & Bahasa Malaysia

Discretion & confidentiality

Education

Diploma in Admin/Facilities

Tools

Office Suite

Job description

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. 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. 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. 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. 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. 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. 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.

Perks and benefits

• Medical Claims
• EPF & SOCSO Contributions
• Free Parking
• Mileage Reimbursement for Work-Related Travel
• Annual & Medical Leave Entitlement
• Staff Engagement Activities & Celebrations
• Career Development Opportunities

Established in 2009, GD Group of Companies is involved in real estate, property development, and property investment.

At GD Group, we believe that people are the foundation of our success. Guided by strong corporate values and a commitment to excellence, we foster a positive, collaborative, and growth-oriented work environment. Our culture encourages teamwork, integrity, innovation, and continuous improvement, empowering employees to contribute meaningfully while growing their careers.

As a dynamic and expanding organization, we are committed to creating sustainable value for our stakeholders and building a workforce that drives long-term success.

Established in 2009, GD Group of Companies is involved in real estate, property development, and property investment.

At GD Group, we believe that people are the foundation of our success. Guided by strong corporate values and a commitment to excellence, we foster a positive, collaborative, and growth-oriented work environment. Our culture encourages teamwork, integrity, innovation, and continuous improvement, empowering employees to contribute meaningfully while growing their careers.

As a dynamic and expanding organization, we are committed to creating sustainable value for our stakeholders and building a workforce that drives long-term success.