Assistant, Administration (Kuala Lumpur)

Edgenta FIRST Sdn Bhd; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

Edgenta FIRST Sdn Bhd in Kuala Lumpur is seeking an experienced Administration/Facilities coordinator to support site operations. You will handle filing, document control, and vendor oversight.

The role emphasizes compliance with regulatory standards and QSHE policies, working with Finance on payments, and assisting the Facility Manager with KPI monitoring and reporting. Ideal candidates have a diploma or degree and 2–3 years' related experience, with strong organizational and communication

Qualifications

• Diploma or degree in business admin, FM, or related field.
• 2–3 years' relevant administration or facilities operations experience.
• Good working knowledge of admin processes, vendor management and compliance.

Responsibilities

• Provide general office administration, including filing and record management.
• Ensure compliance with statutory, safety, and QSHE policies.
• Support Finance with payments, invoices, and collections.
• Assist Facility Manager with vendor, contractor and SLA/KPI monitoring.
• Support cost and vendor management to improve efficiency.
• Maintain records of licenses, insurance, certificates, and regulatory docs.
• Support site operations, safety, incident management, and issue resolution.
• Assist with reports, presentations, and operational analysis.

Job description

Responsibilities

• Provide general office administration, including document filing, record management, asset monitoring, and administrative operations.
• Ensure compliance with statutory requirements, safety and health regulations, industrial standards, and UEM Edgenta QSHE policies.
• Support Finance in payment and collection updates, invoice verification, and timely processing of payments.
• Assist the Facility Manager in managing vendors, contractors, and service providers, including monitoring performance against SLA and KPI requirements.
• Support cost management, vendor management, and operational processes to improve efficiency and maintain business profitability.
• Maintain up-to-date records of insurance, licences, compliance certificates, and other regulatory documents, and escalating any lapses or non-compliance.
• Support site operations, health and safety compliance, customer communications, incident management, and timely resolution of operational issues.
• Maintain comprehensive site records and systems, and assist the Facility Manager with reports, presentations, proposals, and operational analysis.

Requirements

• Diploma or Degree in Business Administration, Facilities Management, Property Management, or a related field.
• Minimum 2-3 years of relevant experience in administration, facilities management, property management, or operations.
• Good knowledge of administrative processes, vendor management, compliance, and site operations.