Assistant Manager, General Administration

Lagenda Properties Berhad; Petaling Jaya; On-site; MYR 60,000 - 80,000; Full time

Job summary

A Property Management Company in Malaysia is seeking a skilled leader to oversee General Administration operations, including property management, facility maintenance, and fleet management. The ideal candidate will have at least 5 years of relevant experience, strong leadership skills, and the ability to manage multi-functional teams. This role requires problem-solving capabilities and a strong grasp of compliance and safety regulations.

Qualifications

• Minimum 5 years' experience in general administration, facility management, or fleet management.
• Ability to read and interpret engineering/architectural drawings is required.
• Experience supervising multi-function or multi-location teams is an advantage.

Responsibilities

• Manage day-to-day operations of company premises and ensure compliance.
• Oversee renovation, fit-out, and space planning works.
• Ensure proper maintenance of office facilities and staff accommodations.
• Supervise overall driver operations and vehicle lifecycle.
• Oversee administration operations and manage office supplies.
• Prepare and monitor the annual General Administration budget.

Skills

Leadership

Problem-solving

Vendor management

Safety compliance

Office administration

Education

Diploma in Business Administration or equivalent

Job description

Supervises

• General & Office Administration Services
• Property Management
• Drivers & Transportation

Position Purpose

To lead and manage the full spectrum of General Administration (GA) operations, covering office administration, building and premises management, transportation and fleet management, renovation and fit-out coordination, and administrative support services. The role ensures efficient daily operations, strong governance, cost control, and consistent service delivery across all company premises.

Key Responsibilities

1. Property & Building Management

• Oversee day-to-day operations of company premises including commercial buildings, offices, sales galleries, and staff-use facilities.
• Ensure compliance with all relevant building, safety, and property management regulations.
• Liaise with JMBs/MCs, building management teams, tenants, and service providers.
• Conduct routine inspections and ensure proper maintenance of M&E systems, common areas, and building infrastructure.
• Manage contractors for cleaning, security, M&E, pest control, HVAC, and fire safety services.
• Handle and resolve tenant/occupant enquiries, complaints, and operational issues professionally.
• Manage building-related budgets, monitor expenditures, and ensure timely renewal of tenancy agreements, insurance, licenses, and vendor contracts.

2. Renovation, Fit-Out, Reinstatement & Space Planning

• Lead and coordinate renovation, fit-out, reinstatement, and office space planning works.
• Read, interpret, and review architectural/ID drawings, M&E plans, office layout designs and translate them into practical and efficient space utilisation plans.
• Approve renovation applications within authority limits and ensure compliance with building rules and safety standards.
• Work closely with internal stakeholders, contractors, and vendors to ensure quality, timeliness, and minimal disruption to operations.

3. Facility Management (Office & Staff Premises)

• Oversee the maintenance and operations of office facilities and any staff accommodations/hostels (if applicable).
• Address facility issues related to electrical systems, water supply, generators, HVAC, lifts, and fire safety systems.
• Conduct periodic facility inspections and coordinate maintenance, repair, and infrastructure improvement works.
• Ensure timely compliance and renewals for:
• Fire and glass insurance
• JKKP (DOSH) certifications
• Energy Commission requirements
• Parking and other statutory obligations
• Monitor and evaluate vendor performance to ensure adherence to SLAs and service standards.

4. Transportation & Vehicle Management

• Manage overall driver operations including scheduling, deployment, discipline, and performance.
• Supervise the full vehicle fleet lifecycle including:
• Acquisition (buy/lease/rental)
• Vehicle assignment, utilisation and redeployment
• Preventive and corrective maintenance
• Repairs, replacements, refurbishment, and vehicle disposal/selling
• Monitor compliance records including insurance, road tax, service history, mileage logs, and fuel usage.
• Ensure proper documentation, cost control, and adherence to company transportation SOPs and regulatory requirements.

5. General Administration Support Services

• Oversee administration operations including record management, filing systems, and coordination of admin support tasks.
• Supervise reception, front desk operations, lobby services, pantry, cleaners/tea ladies, and general office upkeep.
• Manage office supplies, inventory, storage, and internal logistics such as office moves, setup, and event support.
• Prepare periodic operational reports (premises, facility, fleet, and admin activities) for management review.

6. Budget, Cost Control & Procurement Support

• Assist in preparing and monitoring the annual General Administration budget.
• Review quotations, validate vendor proposals, and support procurement activities for admin, building works, and facility-related services.
• Initiate and drive cost optimisation efforts and improve utilisation of company resources.
• Ensure all expenditures are within approved budget limits and comply with company financial policies.

Qualifications & Experience

• Minimum Diplom in Business Administration, Facilities Management, Property Management, or equivalent.
• Minimum 5 years' experience in general administration, facility management, building operations, or fleet management.
• Experience supervising multi-function or multi-location teams is an added advantage.
• Ability to read and interpret engineering/architectural drawings is required.
• Strong knowledge of GA SOPs, building operations, safety requirements, and vendor management.
• High integrity, responsibility, and ability to work independently with minimal supervision.
• Ability to manage cross-location and remote teams and willing to travel.

Technical Competencies

• Office administration and building/premises operations
• Reading and interpreting drawings (architectural, ID, M&E, layout plans)
• Transportation & fleet management
• Vendor and contract management
• Facility maintenance and regulatory compliance
• Budgeting, quotation evaluation, and cost analysis
• Risk, safety, and building compliance awareness

Soft Skills / Leadership Competencies

• Strong leadership and supervisory capability
• Problem-solving, decision-making, and high accountability
• Stakeholder communication and service orientation
• Organisational discipline, planning and multitasking
• Professional conduct and integrity