Manager, Admin & Facilities

MYFutureJobs; Johor Bahru; On-site; MYR 60,000 - 90,000; Full time

Job summary

A leading company in Malaysia seeks a Facilities Manager to oversee all facility operations, ensure compliance with safety standards, and manage administrative support. The ideal candidate will have strong leadership skills, supervisory experience, and a degree in facilities management or a related field, contributing to an effective and conducive office environment.

Qualifications

• Experience in facilities management or related functions.
• Strong administrative skills with attention to detail.
• Proficiency in managing vendor relationships.

Responsibilities

• Oversee building management activities and facility maintenance.
• Manage administration and procurement processes.
• Lead employee wellness programs and coordinate with vendors.

Skills

Leadership

Problem Solving

Communication

Time Management

Coordination

Education

Degree in Facilities Management or related field

Tools

Ticketing System

Procurement Management Software

Job description

Facilities Management:

Act as the key Person-in-Charge for all building management office activities.

Monitor, coordinate and ensure timely maintenance and proper functioning of office facilities, including but not limited to, air conditioning, lighting, plumbing, washrooms, office furniture, safety equipment, and meeting rooms/wellness rooms/ recreational area facilities.

Oversee and manage facilities administration including but not limited to handling uniforms for staff and drivers, record keeping, and managing department SOPs.

Coordinate with service providers and vendors for cleaning, security, and other facility-related services

Manage all user requests and complaints, which have been recorded and updated in the ticketing system.

Monitor and manage the overall office environment to guarantee a conducive working environment for employees.

Oversee the day-to-day operations of office services, including but not limited to the reception area, dispatch services, office cleanliness, housekeeping, pest control, and the management of pantry, office supplies & equipment.

Administrative Support

Ensure effective administration through streamlined organizational processes, efficient time management, strong communication skills, and the strategic use of technology to improve office efficiency.

Ensure administrative support for functions, departments, and teams that do not have their administrative support

Oversee the procurement processes within the department to ensure compliance with the SOP and the company’s policies and regulations.

Maintain records, documentation, and office correspondence.

Support functions and departments in admin support including coordinating business travel arrangements, such as flight and accommodation bookings, and other admin support as requested.

Hostel Management

Oversee the hostel management to ensure proper allocation of accommodations and facilities.

Address and resolve complaints or issues officially raised by hostel occupants.

Ensure hostel cleanliness and maintenance in collaboration with cleaning and maintenance staff if needed.

Ensure that hostel setup complies with safety and health regulations in hostel accommodations.

Oversee the accurate records of hostel occupancy, maintenance activities, and associated costs.

Ensure that hostel providers comply with the rules and regulations of the council and JTK

Act as a liaison between the company and council or JTK when required

Security Services

Oversee the performance of external security agencies, ensuring compliance with the agreed contract, and company policies and protocols.

Ensure that security measures are maintained to safeguard the employees and property of the company.

Oversee and manage all reported security incidents and ensure that the appropriate corrective and preventive actions are taken.

Oversee the performance of the security service provider and manage the contract accordingly.

Act as a liaison between the company and external security agencies when required.

Security, Health and Safety

Ensure office facilities comply with building regulations and safety standards.

Collaborate with HSE subject matter experts to develop and oversee emergency exit plans, evacuation procedures, and first-aid protocols, ensuring a coordinated and proactive approach to workplace safety.

Parking Management:

Oversee parking for employees in the office building (Depoh A & Depoh B), including coordination and liaison with the respective party to ensure efficient allocation and utilization of parking facilities.

Cleaning and Gardening

Oversee the overall cleaning schedules to ensure all areas are maintained to high standards.

Ensure that all office areas, including workshops, bus depots, and other assigned areas, are maintained to meet business cleanliness standards.

Ensure all the cleaning and gardening equipment is properly maintained and functioning.

Oversee the performance of the cleaning service provider and manage the contract accordingly.

Employee Wellness and Engagement

Support the Human Resources Director by contributing to the planning and execution of employee wellness programs and employee engagement activities, fostering a positive workplace culture.

Business Liaison and Compliance

Serve as the primary liaison with vendors for office services and facilities.

Manage relationships with vendors to ensure quality services are delivered.

Act as the organization’s representative in dealing with authorities and external stakeholders, leveraging previous enforcement experience.

Collaborate with respective departments, vendors, contractors, and other external parties to ensure the smooth operation of cleaning services, security services, and hostel management.

Ensure adherence to legal and regulatory requirements for building management, cleaning, security, and hostel services.

Collaborate with respective teams in conducting procurement activities, negotiating prices, and overseeing contract renewals.