Assistant Manager – Administration

Mewah Kota; Selangor; On-site; MYR 60,000 - 90,000; Full time

Job summary

Jora Malaysia is seeking an Assistant Manager, Administration to oversee daily administrative operations, ensuring efficient office management and compliance with company policies while supporting business operations.

The role covers facilities management, licensing, asset control, corporate administration and reporting to management, with a focus on maintaining a productive, safe, and well-organized workplace and driving process improvements.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration or related field.
• Minimum 3–5 years of experience in office administration, facilities management, or business operations, with supervisory experience.
• Strong organisational, planning, vendor management and contract administration skills.
• Proficient in Microsoft Office, particularly Microsoft Excel, with the ability to develop tracking systems and reports.
• Good communication and stakeholder management skills.

Responsibilities

• Oversee daily office administration, reception, front desk, meeting room scheduling, mail, courier services, stationery, pantry supplies, and office directories.
• Manage office facilities, maintenance, and vendor contracts, including copier machines, air-conditioning, air purifiers, pest control, office furniture, workspace planning, and recycling initiatives.
• Take full ownership of cleaning service contracts across HQ and site offices, ensuring service quality and cost efficiency.
• Oversee office security, including access keys, visitor management, and alarm systems.
• Manage utility services, including electricity, water, sewerage, internet, telephone lines, and mobile plans, covering new applications and terminations.
• Monitor and reconcile petty cash for HQ and site offices.
• Ensure all business licenses, permits, insurance policies, and regulatory renewals remain valid and compliant.
• Coordinate office and site tenancy matters, lease agreements, rental renewals, property maintenance, and new property units.
• Manage company assets, including registration, tagging, inventory control, movement tracking, and implementation of an effective asset tracking system.
• Plan and coordinate corporate events and festive celebrations.
• Administer corporate credit card applications, renewals, replacements, and cancellations.
• Prepare management reports, analysis, and EXCO papers as required.
• Support HOD meetings and provide administrative reports and updates to Management.

Education

Diploma or Bachelor’s Degree in Business Administration or related field

Tools

Microsoft Excel

MS Office

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The Assistant Manager, Administration is responsible for overseeing the daily administrative operations of the organization, ensuring efficient office management, compliance with company policies, and effective support services. The role manages administrative functions, coordinates facilities and office resources, supervises administrative staff, and supports business operations by maintaining a productive, safe, and well-organized working environment while driving continuous process improvements.

Overall Function

The Assistant Manager, Administration is responsible for overseeing the daily administrative operations of the organization, ensuring efficient office management, compliance with company policies, and effective support services. The role manages administrative functions, coordinates facilities and office resources, supervises administrative staff, and supports business operations by maintaining a productive, safe, and well-organized working environment while driving continuous process improvements.

Key Responsibilities

1. Office & Facilities Management

• Oversee daily office administration, reception, front desk, meeting room scheduling, mail, courier services, stationery, pantry supplies, and office directories.

• Manage office facilities, maintenance, and vendor contracts, including copier machines, air-conditioning, air purifiers, pest control, office furniture, workspace planning, and recycling initiatives.

• Take full ownership of cleaning service contracts across HQ and site offices, ensuring service quality and cost efficiency.

• Oversee office security, including access keys, visitor management, and alarm systems.

2. Utilities & Licensing

• Manage utility services, including electricity, water, sewerage, internet, telephone lines, and mobile plans, covering new applications and terminations.

• Monitor and reconcile petty cash for HQ and site offices.

• Ensure all business licenses, permits, insurance policies, and regulatory renewals remain valid and compliant.

3. Property & Asset Management

• Coordinate office and site tenancy matters, lease agreements, rental renewals, property maintenance, and new property units.

• Manage company assets, including registration, tagging, inventory control, movement tracking, and implementation of an effective asset tracking system.

4. Corporate Administration & Events

• Manage corporate identity materials, including business cards, letterheads, company envelopes, stamps/common seal, corporate gifts, company profiles, and signage.

• Plan and coordinate corporate events and festive celebrations.

• Administer corporate credit card applications, renewals, replacements, and cancellations.

5. Reporting & Management Support

• Prepare management reports, analysis, and EXCO papers as required.

• Support HOD meetings and provide administrative reports and updates to Management.

Qualifications & Requirements

• Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field.

• Minimum 3-5 years of experience in office administration, facilities management, or business operations, with supervisory experience.

• Strong organisational, planning, vendor management, and contract administration skills.

• Proficient in Microsoft Office, particularly Microsoft Excel, with the ability to develop tracking systems and reports.

• Good communication and stakeholder management skills.

Key Competencies

• Leadership & Team Management

• Ownership & Accountability

• Planning & Organising

• Vendor & Contract Management

• Process Improvement

• Attention to Detail

• Problem Solving & Decision Making

• Time Management & Multitasking

• Communication & Interpersonal Skills

• Integrity & Professionalism