Administrative Manager

Private Advertiser; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

Private Advertiser in Malaysia seeks an experienced Administrative Manager to lead the administration team and oversee office, property, and asset management across multiple sites.

You will develop policies, manage leases and licenses, coordinate events and employee engagement, supervise records, and drive digitization to support company expansion and cost efficiency. Strong budgeting, negotiation, and cross‑department collaboration skills are essential.

Qualifications

• Bachelor's degree required in Administration, Business Management, Property Management or related field.
• Minimum 8 years of administrative management experience, with at least 3 years in a managerial role.
• Experience in logistics, multi-site operations and vendor management is preferred.
• Strong budgeting, cost control, and compliance awareness.

Responsibilities

• Lead administration and office management across multiple operational sites.
• Oversee leasing, licenses, permits, and site safety with budget oversight.
• Manage asset, equipment, and inventory lifecycle and audits.
• Plan and execute corporate events and employee engagement activities.
• Standardize documentation, archiving, contracts, and vendor records.

Skills

Budgeting

Cost control

Asset management

Event coordination

Cross‑department collaboration

Negotiation

Project management

Confidentiality

Vendor management

Travel readiness

Education

Bachelor's degree in Administration/Business Management/Property Management

Tools

Microsoft Office

Contract management

Job description

We are seeking an experienced Administrative Manager to lead our administration team and oversee all aspects of office, property, and asset management. This role is critical in ensuring smooth operations across multiple sites, supporting company expansion, and driving efficiency in administrative processes.

Key Responsibilities

1. Administration & Office Management

Develop and implement company-wide administrative policies, procedures, and service standards.

Oversee daily management of offices and operational sites, ensuring safety, cleanliness, and order.

Manage site leasing, including location selection, lease negotiation, renewal, termination, and documentation.

Coordinate property management and monthly expense reviews (rent, utilities, property, maintenance).

Supervise office/site renovation, modification, repair, and restoration projects, ensuring progress, quality, and budget control.

Handle applications, renewals, and record-keeping for business licenses, permits, and administrative certificates.

Liaise with landlords, property companies, government agencies, contractors, and other administrative vendors.

2. Asset Management

Establish and improve fixed asset and administrative asset management systems.

Manage procurement, registration, allocation, inventory, maintenance, and disposal of office equipment, furniture, vehicles, and other assets.

Conduct regular asset audits to ensure accuracy and transparency.

Monitor asset utilization efficiency and control costs related to procurement, maintenance, and disposal.

Promote standardized and systemized asset management practices.

3. Corporate Events & Employee Engagement

Plan and organize company-wide events, management team-building, and employee cultural activities.

Oversee employee welfare programs, including holiday benefits, birthday celebrations, care initiatives, and other activities.

Develop annual administrative activity plans and budgets, and monitor execution effectiveness.

Coordinate with internal departments and external vendors to ensure safe, orderly, and impactful events.

Support corporate culture initiatives to enhance employee belonging and organizational cohesion.

4. Documentation & Records Management

Establish and maintain administrative documentation and archive management systems.

Manage contracts, leases, licenses, asset records, vendor information, and other key administrative documents.

Standardize processes for document numbering, approval, borrowing, updating, archiving, and disposal.

Ensure completeness, accuracy, and traceability of critical documents in compliance with company standards.

Drive digitization and standardization of administrative archives.

Assign tasks, manage performance, and provide training and development for the administrative team.

Select and evaluate vendors, compare quotations, manage contracts, assess service quality, and control costs.

Prepare and manage annual administrative budgets, analyze expense usage, and propose cost‑saving measures.

Carry out other administrative management tasks assigned by company leadership.

Requirements

Bachelor’s degree in Administration, Business Management, Property Management, or related fields.

Minimum 8 years of administrative management experience, including at least 3 years in a managerial role.

Experience in logistics, courier, retail, or multi‑site operations preferred.

Familiarity with Malaysian property leasing, renovation projects, licensing, and vendor management.

Strong skills in budgeting, cost control, asset management, and event coordination.

Excellent project management, negotiation, and cross‑department collaboration abilities.

Responsible, detail‑oriented, with strong compliance and confidentiality awareness.

Willing to travel occasionally for site inspections, project execution, or events.