Assistant Manager - Admin

APX Luxury; Kuala Lumpur; On-site; MYR 60,000 - 100,000; Full time

Job summary

APX Luxury in Kuala Lumpur is seeking an experienced Assistant Manager – Admin to oversee the organization’s administrative operations, facilities, vendor management, and compliance. The role includes supporting HR onboarding/offboarding and coordinating logistics for staff and guests.

You will supervise admin staff, manage budgets and invoices, and ensure accurate records for audits while liaising with building management and authorities.

Qualifications

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

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).
• Ensure statutory and regulatory compliance (licenses, permits, fire safety, insurance renewals).
• 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.

Skills

Organizational skills

Vendor negotiation

Communication skills

MS Office proficiency

Budgeting

Problem-solving

People management

Time management

Education

Graduate/Postgraduate in Business Administration or Facility Management

Tools

MS Office

Facility management tools

Job description

Assistant Manager – Admin

Department: Administration

Reports to: Regional Manager HR - Asia

Location: Kuala Lumpur, Malaysia

Employment Type: Full-time

About the Role

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 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

Required Skills & Competencies

• 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

Key Performance Indicators (KPIs) – KPI Description / Target

1. Vendor SLA Compliance - % of vendors meeting agreed service levels (target: 95%+ compliance)
2. Admin Cost Management Adherence to admin budget - % variance kept within approved limits (e.g., <5%)
3. Facility Uptime - % uptime of office facilities/utilities with minimal disruption to operations
4. Compliance & Audit Readiness Zero statutory non-compliance findings - timely renewal of licenses/permits (100% on-time)
5. Turnaround Time (TAT) - Average resolution time for employee admin requests/tickets (target: within 24–48 hrs)
6. Event/Logistics Execution - % of internal events/meetings executed without logistical issues
7. Inventory & Asset Accuracy Accuracy of asset register vs. physical audit (target: 98%+ match)
8. Employee Satisfaction (Admin Services) Internal satisfaction score/survey rating on admin support services
9. Petty Cash & Invoice Accuracy Error-free processing of petty cash and vendor invoices (target: <2% discrepancy rate)
10. Safety & Security Incidents Number of safety/security incidents reported (target: zero preventable incidents)