Finance & Administration Coordinator

Cushman & Wakefield; Johor Bahru; On-site; MYR 48,000 - 72,000; Full time

Job summary

Cushman & Wakefield is seeking a Finance & Administration Coordinator in Malaysia to support finance, procurement, invoicing, reporting, and administrative coordination across data center maintenance operations. The role ensures accurate, timely, and compliant processes while supporting client SLA, KPI, and governance requirements.

Responsibilities include handling purchase requests, vendor coordination, invoice checks, and maintaining records across CMMS and reporting systems.

Qualifications

• 2+ years of relevant experience in finance administration, procurement support, facilities administration, contract administration, or operational reporting.
• Experience supporting purchase orders, invoices, vendor coordination, maintenance reporting, or administrative governance in a data center, facilities management, engineering, or mission-critical environment is preferred.
• Strong finance administration, procurement support, invoice tracking, and document control skills.
• Good understanding of facilities maintenance administration, vendor coordination, purchase-to-pay processes, and operational reporting requirements.
• Strong organizational, follow-up, and workload tracking skills, with the ability to manage multiple priorities and deadlines.
• Good communication and stakeholder coordination skills across account leadership, site operations teams, client representatives, suppliers, and vendors.
• Proficiency in Microsoft Office, especially Excel and reporting templates.
• Familiarity with CMMS, procurement platforms, invoice systems, BI or reporting dashboards, and document control processes is advantageous.
• Strong attention to detail, data accuracy, confidentiality, compliance awareness, and adherence to client and Cushman & Wakefield procedures.
• Relevant diploma, certificate, or degree in Finance, Accounting, Business Administration, Facilities Management, or a related discipline.

Responsibilities

• Support delivery of Maintenance Services through accurate finance, procurement, administrative, and reporting support aligned to client SLA and KPI requirements.
• Provide parts purchasing and invoice support for maintenance-related activities, including purchase request tracking, supplier documentation, invoice checks, and approval follow-up.
• Coordinate with site leadership, Plant Supervisors, Office Engineers, Plant Operators, and third-party vendors to support maintenance scheduling, vendor attendance, service documentation, and administrative close-out of work activities.
• Assist with reports covering services performed, maintenance activities completed, vendor activity, open actions, procurement status, invoice matters, and other service-related updates required by the client or account leadership.
• Maintain accurate records for work orders, purchase orders, invoices, vendor documents, maintenance reports, inspection records, and other site documentation within designated systems and shared repositories.
• Support CMMS and reporting activities by updating administrative fields, tracking work order status, collating completed work evidence, and ensuring records are complete and available for review.
• Monitor and track maintenance-related spend, invoice status, procurement requests, vendor submissions, and supporting documentation, escalating delays, discrepancies, or exceptions as needed.
• Assist with data collation for maintenance analysis, benchmarking, workload tracking, PM compliance, SLA/KPI reporting, and governance meetings.
• Support the development and maintenance of administrative procedures for work requests, reporting, notifications, workload tracking, document control, purchasing, invoicing, and vendor coordination.
• Ensure finance, procurement, administrative, and reporting activities comply with client policies, Cushman & Wakefield procedures, safety requirements, document retention standards, and applicable regulations.
• Provide clear and timely communication to the Project Lead, site team, vendors, and client representatives on procurement status, invoice issues, reporting deadlines, documentation gaps, risks, and required follow-up actions.

Skills

Finance administration

Procurement support

Facilities administration

Contract administration

Operational reporting

Organizational skills

Stakeholder coordination

Communication

Attention to detail

Multitasking

Education

Finance/Accounting/Business Administration diploma/certificate/degree

Tools

Excel

Reporting templates

CMMS

Vendor coordination tools

BI dashboards

Job description

Job Description Summary

We are looking for a detail-oriented Finance & Admin coordinator professional to support finance, procurement, invoicing, reporting, and administrative coordination across data center maintenance operations. This role is responsible for helping ensure financial and administrative processes are accurate, timely, compliant, and well documented, while supporting client SLA, KPI, and operational governance requirements.

Job Title

Finance & Administration Coordinator

Job Description Summary

We are looking for a detail-oriented Finance & Admin coordinator professional to support finance, procurement, invoicing, reporting, and administrative coordination across data center maintenance operations. This role is responsible for helping ensure financial and administrative processes are accurate, timely, compliant, and well documented, while supporting client SLA, KPI, and operational governance requirements.

Job Description

About the Role:

• Support delivery of Maintenance Services through accurate finance, procurement, administrative, and reporting support aligned to client SLA and KPI requirements.


• Provide parts purchasing and invoice support for maintenance-related activities, including purchase request tracking, supplier documentation, invoice checks, and approval follow-up.


• Coordinate with site leadership, Plant Supervisors, Office Engineers, Plant Operators, and third-party vendors to support maintenance scheduling, vendor attendance, service documentation, and administrative close-out of work activities.


• Assist with reports covering services performed, maintenance activities completed, vendor activity, open actions, procurement status, invoice matters, and other service-related updates required by the client or account leadership.


• Maintain accurate records for work orders, purchase orders, invoices, vendor documents, maintenance reports, inspection records, and other site documentation within designated systems and shared repositories.


• Support CMMS and reporting activities by updating administrative fields, tracking work order status, collating completed work evidence, and ensuring records are complete and available for review.


• Monitor and track maintenance-related spend, invoice status, procurement requests, vendor submissions, and supporting documentation, escalating delays, discrepancies, or exceptions as needed.


• Assist with data collation for maintenance analysis, benchmarking, workload tracking, PM compliance, SLA/KPI reporting, and governance meetings.


• Support the development and maintenance of administrative procedures for work requests, reporting, notifications, workload tracking, document control, purchasing, invoicing, and vendor coordination.


• Ensure finance, procurement, administrative, and reporting activities comply with client policies, Cushman & Wakefield procedures, safety requirements, document retention standards, and applicable regulations.


• Provide clear and timely communication to the Project Lead, site team, vendors, and client representatives on procurement status, invoice issues, reporting deadlines, documentation gaps, risks, and required follow-up actions.

About You

• 2+ years of relevant experience in finance administration, procurement support, facilities administration, contract administration, or operational reporting.


• Experience supporting purchase orders, invoices, vendor coordination, maintenance reporting, or administrative governance in a data center, facilities management, engineering, or mission-critical environment is preferred.


• Strong finance administration, procurement support, invoice tracking, and document control skills.


• Good understanding of facilities maintenance administration, vendor coordination, purchase-to-pay processes, and operational reporting requirements.


• Strong organizational, follow-up, and workload tracking skills, with the ability to manage multiple priorities and deadlines.


• Good communication and stakeholder coordination skills across account leadership, site operations teams, client representatives, suppliers, and vendors.


• Proficiency in Microsoft Office, especially Excel and reporting templates.


• Familiarity with CMMS, procurement platforms, invoice systems, BI or reporting dashboards, and document control processes is advantageous.


• Strong attention to detail, data accuracy, confidentiality, compliance awareness, and adherence to client and Cushman & Wakefield procedures.


• Relevant diploma, certificate, or degree in Finance, Accounting, Business Administration, Facilities Management, or a related discipline.


• Industry-recognized professional training or qualifications in finance administration, procurement, facilities management, or the data center industry would be an advantage.

INCO: “Cushman & Wakefield”