Assistant Manager – Admin

APX Luxury; Kampung Malaysia Tambahan; On-site; MYR 89,000 - 123,000; Full time

Job summary

APX Luxury in Kuala Lumpur seeks a proactive Assistant Manager – Admin to oversee administrative operations across the organization, facilities, vendor management, compliance, and support services, ensuring smooth day-to-day functioning.

The role includes supervising admin staff, coordinating travel, managing budgets, maintaining records for audits, and supporting HR with onboarding logistics, while upholding safety and efficiency, and maintaining a proactive, detail-oriented mindset.

Qualifications

• Graduate/Postgraduate in Business Administration, Facility Management, or a related field.
• 4–7 years of experience in administration, facility management, or office operations.
• Prior experience managing vendor contracts and facility operations preferred.

Responsibilities

• Oversee day-to-day office administration including facilities, housekeeping, security, and maintenance.
• Negotiate contracts and manage relationships with service providers.
• Coordinate travel, accommodation, and logistics for employees and guests.
• Manage office supplies, inventory, and asset tracking with IT coordination.
• Ensure licenses, permits, fire safety, and insurance renewals are up to date.
• Support HR with onboarding/offboarding logistics and seating arrangements.
• Handle petty cash and admin budgets, and vendor invoicing with Finance.
• Organize internal events, meetings, and conferences.
• Liaise with building management and local authorities as required.
• Supervise administrative staff and facilities team.
• Maintain admin records and MIS for audits.
• Implement safety and emergency preparedness plans.

Skills

Vendor negotiation

MS Office

Communication

People management

Budgeting

Office operations

Multitasking

Problem-solving

Facilities management

Education

Graduate/Postgraduate in Business Administration or Facility Management

Tools

Admin/facility management tools

Job description

We are seeking a proactive and detail-oriented Assistant Manager – Admin to manage the organization's administrative operations. The role involves overseeing office facilities, vendor management, compliance, and support services to ensure smooth day-to-day functioning across departments.

Key Responsibilities

• Manage day-to-day office administration, including facilities, housekeeping, security, and maintenance
• Oversee vendor management – negotiate contracts, track SLAs, and manage relationships with service providers (courier, cafeteria, stationery, AMC vendors, etc.)
• Coordinate travel, accommodation, and logistics for employees and visiting guests
• Manage office supplies, inventory, and asset tracking (furniture, equipment, IT assets in coordination with the IT team)
• Ensure statutory and regulatory compliance (licenses, permits, fire safety, insurance renewals, etc.)
• Support HR with onboarding/offboarding logistics, seating arrangements, ID cards, and employee facility requests
• Manage petty cash, admin budgets, and vendor invoicing/billing in coordination with Finance
• Coordinate logistics for internal events, meetings, and conferences
• Liaise with building management, local authorities, and external agencies as required
• Supervise administrative staff, drivers, housekeeping, and support personnel
• Maintain admin records, MIS reports, and documentation for audits
• Implement and monitor office safety, security protocols, and emergency preparedness plans
• Assist senior management with special projects and process improvement initiatives
• Strong organizational and multitasking abilities
• Excellent vendor negotiation and relationship management skills
• Good communication skills (written and verbal)
• Proficiency in MS Office (Excel, Word, PowerPoint) and admin/facility management tools
• Budgeting and cost-control skills
• Problem-solving mindset with attention to detail
• Ability to work under pressure and manage urgent/last-minute requirements
• People management and team leadership skills

Qualifications & Experience

• Graduate/Postgraduate in Business Administration, Facility Management, or a related field
• 4–7 years of experience in administration, facility management, or office operations
• Prior experience managing vendor contracts and facility operations preferred

Preferred Attributes

• Experience in a fast-paced corporate environment
• Familiarity with compliance and regulatory requirements relevant to the industry
• Flexibility to work extended hours as required