Manager, Administration

Sime Darby Property; Selangor; Presencial; MYR 120.000 - 180.000; Jornada completa

Descripción de la vacante

Sime Darby Property is seeking an experienced Administration Services Leader to drive safe, reliable, cost-effective workplace support. You will oversee front desk, facilities, fleet, assets, vendors, and licenses, ensuring governance, continuity and service excellence across the portfolio.

Reporting to the Head of Department, you will coach the Administration Services team, implement improvements, manage budgets and contracts, and align with safety and regulatory requirements.

Formación

• Minimum 7 years in administration or facilities/services with supervisory experience.
• Experience managing vendors, contracts, budgets, assets, fleets and workplace improvement projects.
• Strong leadership, stakeholder management, negotiation, planning, analytical and problem-solving skills.

Responsabilidades

• Lead the Administration Services team and establish governance standards.
• Oversee front desk, facilities, fleet, assets, vendors and licenses, ensuring service continuity and compliance.
• Manage budgets, billing, procurement processes and digital records for audit readiness.
• Coordinate workplace planning, safety, and continuous improvement initiatives.

Conocimientos

Leadership

Stakeholder management

Negotiation

Planning

Analytical

Problem-solving

Educación

Bachelor's degree in Business Administration / Management / Facilities Management / Property Management

Facilities management certification

Procurement certification

Project management certification

Occupational safety certification

Herramientas

Microsoft 365

Enterprise systems

Descripción del empleo

Job Purpose

Working closely with the Head of Department, you will lead the Administration Services portfolio to ensure safe, reliable, cost-effective and customer-focused workplace support. You will oversee workplace operations, front desk and employee facilities, fleet and mobile services, administrative assets, vendors, contracts, licenses, billing, property access administration, storage facilities and workplace improvement projects. The role is accountable for service governance, financial control, operational continuity and continuous improvement across administrative services.

Job Responsibilities

Workplace and Front Desk Operations

• Lead front desk reception, meeting room bookings and the effective use of common areas.
• Establish and maintain service, cleanliness, safety and readiness standards for reception areas, meeting rooms, lounges, cafes and pantries.
• Oversee employee refreshment and beverage services, including pantry inventory, consumption controls and service quality.
• Ensure daily administrative operations are adequately resourced, and service disruptions are addressed promptly.

Office Equipment, Assets and General Services

• Ensure office equipment, furniture, fittings and administrative facilities are maintained, serviceable and fit for purpose.
• Implement periodic asset inspections, tagging, tracking, inventory reconciliation and maintenance planning.
• Oversee mailing, courier and related office support services, including service-provider performance and cost controls.
• Coordinate repair, replacement and disposal activities in line with approved policies and authority limits.

Fleet, Fuel Card and Corporate Mobile Management

• Manage the company vehicle fleet, including booking controls, driver deployment, maintenance, accident administration, insurance and road tax renewals.
• Administer fuel card applications, replacements, terminations, usage monitoring and monthly billing reconciliation.
• Manage corporate mobile lines, including applications, renewals, service changes, interruptions, terminations and billing validation.
• Monitor utilisation, cost and compliance, and recommend optimisation opportunities.

Workplace Planning and Facilities Coordination

• Plan and coordinate office restacking, minor renovations, refurbishments, workstation setup and workplace enhancement initiatives.
• Develop project schedules, coordinate stakeholders and vendors, monitor progress, manage documentation and facilitate handover.
• Ensure workplace projects comply with approved budgets, safety requirements, business continuity needs and internal governance.
• Identify workplace capacity and service requirements and recommend practical solutions to management.

Vendor, Contract and License Management

• Lead sourcing support, evaluation, appointment and coordination of administrative vendors and service providers in line with procurement requirements.
• Manage vendor registration, site access, service delivery, performance reviews and corrective actions.
• Maintain complete contract and agreement records, monitor renewal and expiry dates, and coordinate execution and stamping requirements.
• Liaise with government agencies, landlords and relevant parties for licence applications, renewals and regulatory matters.

Central Billing and Financial Administration

• Oversee recurring administrative expenses, purchase orders, goods received notes and payment processing through the relevant financial system.
• Validate invoices and supporting documents, secure approvals and maintain complete, audit-ready digital records.
• Monitor administrative expenditure, commitments and billing accuracy, and investigate material variances.
• Prepare budget inputs, forecasts and management reports for the Administration Services portfolio.

Access, Attendance, Storage and Records Administration

• Oversee employee access cards, including issuance, renewal, replacement, configuration, suspension and termination.
• Maintain accurate records of active and inactive cardholders and ensure access and attendance systems remain operational.
• Manage storage facilities, space allocation, inventory arrangement, asset records and periodic inspections.
• Ensure stored assets and documents are secure, properly maintained and managed in accordance with retention and contractual requirements.

Employee Facilities and Holiday Bungalows

• Manage employee booking applications and operating arrangements for company holiday bungalows and other designated facilities.
• Coordinate caretakers, maintenance, facility readiness, contracts and monthly payments.
• Review booking terms, controls, utilisation, service requirements and operating costs periodically.
• Ensure fair, transparent and consistent administration of employee facility bookings.

People Leadership, Service Governance and Continuous Improvement

• Lead, coach and develop the Administration Services team, including officers, clerical staff, drivers and hospitality support personnel.
• Define service standards, standard operating procedures, controls, performance indicators and escalation protocols.
• Ensure administrative operations comply with internal policies, financial controls, safety requirements, audit standards and applicable laws.
• Drive cost efficiency, digitalisation, process simplification, service improvement and business continuity initiatives.
• Build effective relationships with employees, management, Finance, Procurement, IT, Security, landlords, regulators and external service providers.

Education / Professional Qualification

• Bachelor's degree in Business Administration, Management, Facilities Management, Property Management or a related field.
• Professional certification in facilities management, procurement, project management, occupational safety or a related discipline is an advantage.

Professional Experience

• Minimum of 7 years of progressive experience in administration, workplace services, facilities coordination or corporate support services, with at least 3 years in a managerial or supervisory role.
• Demonstrated experience managing vendors, contracts, budgets, assets, fleets and workplace improvement projects.
• Good working knowledge of procurement and payment processes, financial controls, service-level management, workplace safety and audit requirements.
• Strong leadership, stakeholder management, negotiation, planning, analytical and problem-solving skills.
• Proficiency in Microsoft 365 and relevant enterprise, financial, access or facilities management systems.