Assistant Admin Manager

Astaka Holdings; Johor Bahru; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading property company in Johor Bahru is seeking an experienced Administrative Operations Manager to oversee the administrative operations of the office. This role requires managing procurement, asset and facility management, and IT compliance. The ideal candidate should possess a degree in Management/Administration, at least 5 years of related experience, and be proficient in English and Bahasa. Strong communication and problem-solving skills are essential for success in a dynamic environment.

Qualifications

• Minimum 5 years of experience in a related field.
• Ability to work independently with minimal supervision.
• Familiarity with Microsoft Office applications.

Responsibilities

• Manage end-to-end administrative operations.
• Supervise the Admin Team and ensure smooth office functioning.
• Oversee procurement documentation and vendor management.
• Lead asset management processes and compliance tasks.
• Support IT infrastructure and security policies.

Skills

Communication skills

Problem-solving skills

Microsoft Office proficiency

Creativity

Education

Degree in Management/Administration

Job description

Manage end-to-end administrative operations and oversee daily office administration to ensure smooth and efficient functioning.

Supervise the Admin Team, including Procurement, Admin Assistant, and IT Executive.

Ensure proper documentation, filing systems, and records are maintained for internal/external audits and compliance.

Coordinate general office administration, facilities, supplies, vendor management, and office security systems.

Oversee incoming/outgoing mail, courier services, and office supplies inventory (stationery, pantry items, etc.).

Oversee and Ensure office renovations, refurbishments, maintenance, telecommunications, printing services, cleaning services and lift servicing maintenance are in order;

Identify, evaluate, and select suitable suppliers/vendors to support administrative operations across the Astaka Group.

Check & Verify quotations local, compare proposals, and conduct cost analyses before recommendations.

Check & Verify procurement contracts, service agreements, and vendor agreements in line with company policies.

Collaborate with internal departments to align procurement with business needs and timelines.

Oversee procurement documentation, purchase orders, letters of contract, and ensure timely issuance and follow-up.

Develop and improve procurement policies, SOPs, and best practices to ensure compliance, efficiency, and risk mitigation.

Provide regular reports and analysis on procurement performance, vendor performance, cost savings, and KPIs.

Ensure all procurement activities comply with relevant laws, regulations, and ethical standards.

3. Asset & Facility Management

Lead the company’s asset management process, including annual tagging and monitoring of IT assets, computers, and equipment.

Oversee company vehicles, including yearly renewals, insurance, booking procedures, fuel usage, Touch & Go billing, Auto Pass, and parking arrangements.

Manage hostel facilities and company car matters.

Ensure annual servicing and maintenance of air-conditioning systems.

Monitor fixed asset movements across AHL Company and Groups.

Attend to rectifications, maintenance, and repairs of company properties, including quotation compilation and management approval processes.

4. Compliance & Licensing

Monitor renewal and compliance of company licenses, permits, insurance policies, and statutory documentation.

Ensure yearly renewal of building insurance and vehicle insurance, including price

Oversee renewal of company business licenses and reserved parking permits with Majlis Bandaraya Johor Bahru.

5. IT Matters

Support audits, IT planning, reporting, and other IT-related tasks in coordination with the ITA Executive.

Enforce IT security policies, monitor antivirus/system updates, and promote safe computing practices.

Maintain records of IT assets, software licenses, and warranties; oversee equipment setup, movement, and replacement.

Manage annual renewals of IT systems, licenses, and related matters.

Oversee IT infrastructure including networks, servers, and internet connectivity.

Ensure IT systems remain stable, secure, reliable, and compliant with company policies and regulatory requirements.

6. Additional Responsibilities

Assist administrative support for company events and sports activities (e.g., weekly/yearly badminton).

Manage office operating expenses and cybersecurity coordination.

Perform ad-hoc tasks or any other duties assigned by Management.

REQUIREMENTS:

Candidates must possess at least Degree, in Management/administration or equivalent;

Required languages & English & Bahasa;

At least 5 years working experience in related field;

Able to work independently with less supervision;

Familiar with Microsoft Office, Power Point, Excel and etc;

Good in communication, creativity, and writing skills;

Problem-solving skills oriented and ability to cope with stress & adaption with any changes

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