Facilities Operations Administrator

Private Advertiser; George Town; On-site; MYR 36,000 - 60,000; Full time

Job summary

Private Advertiser in Malaysia seeks an Administration Coordinator to support daily operations including notices, checklists, filing, and stakeholder coordination. The role involves handling contracts, POs, invoices, and confidential documents, while liaising with Security, Cleaning, and Technician teams.

The position also covers utility billing, attendance reporting, tenant communications, and coordination of maintenance tasks with multiple contractors.

Qualifications

• Experience in administration/office coordination.
• Familiar with document filing and confidential data handling.
• Proficient with Microsoft Excel and basic billing/attendance reporting.

Responsibilities

• Prepare notices, warning letters, circulars, and official correspondence.
• Collect and review daily checklists from Technician, Security, and Cleaning teams.
• Ensure all hardcopy checklists are properly filed and maintained for record purposes.
• Manage hardcopy and softcopy filing.
• Monitor contracts, warranties, PO, insurance, and expiry dates.
• Issue PO, verify invoices, and submit documents to Accounts.
• Handle confidential documents professionally.
• Prepare monthly electricity, water, and gas meter reading records.
• Update utility consumption and billing reports in Excel/system.
• Monitor monthly usage and variance.
• Maintain attendance records for audit – hardcopy and softcopy
• Handle tenant calls, complaints, and service requests.
• Assign issues to relevant technicians.
• Follow up on work completion and collect sign-off forms.
• Maintain complaint and service records.
• Monitor daily/weekly/monthly checklists.
• Monitor contractor manpower compliance.
• Maintain workers’ documents and expiry records.
• Follow up with contractors on document renewal.
• Process tenant maintenance, renovation, and installation requests.
• Check required documents before approval.
• Ensure works comply with approved scope and building regulations.
• Obtain Operation Manager’s approval before issuing permits.
• Monitor defect submissions in the Helpdesk system.
• Assign technicians based on priority and scope.
• Track cases from Open to Completed.
• Ensure completion updates, service reports, and images are submitted.
• Maintain PM schedule and coordinate contractors.
• Monitor contractor attendance according to schedule.
• Follow up on PO and maintenance due dates.
• Collect, verify, and file maintenance service reports.

Skills

Administration

Maintenance coordination

Microsoft Office

Helpdesk system

Tools

Excel

Office suite

Job description

Private Advertiser in Malaysia seeks an Administration Coordinator to support daily operations including notices, checklists, filing, and stakeholder coordination. The role involves handling contracts, POs, invoices, and confidential documents, while liaising with Security, Cleaning, and Technician teams.

The position also covers utility billing, attendance reporting, tenant communications, and coordination of maintenance tasks with multiple contractors.