Manager, Administration & Facilities Management

AIA Digital+; Kuala Lumpur; On-site; MYR 150,000 - 240,000; Full time

Job summary

AIA Digital+ seeks a seasoned Administration & Facilities Manager in Kuala Lumpur to lead workplace operations, safety and governance. You will oversee facilities projects, vendor management and administrative services to support business continuity.

In this role, you will coordinate OSH activities, manage budgets, and drive cost optimisation while collaborating with internal stakeholders and service providers to maintain a safe, compliant and well-managed workplace.

Qualifications

• Bachelor’s degree in Facilities Management, Business Administration or related discipline.
• Minimum 8 years of relevant experience in facilities management, workplace operations or corporate services.
• Minimum 3 years in a supervisory/management capacity with budget responsibility.
• Experience in vendor and contract management, including sourcing, contract renewal, service performance and cost management.
• Working knowledge of workplace health and safety, governance and regulatory compliance.
• Practical IT knowledge and a workplace digitalisation mindset, with experience applying digital tools and workflow automation.

Responsibilities

• Manage day-to-day administration and facilities operations to provide a safe, efficient and well-maintained workplace.
• Oversee maintenance, utilities, office equipment and related employee requests.
• Coordinate with building management, contractors and service providers to ensure timely issue resolution and service continuity.
• Lead workplace planning, space utilisation, seating arrangements and facilities requirements.
• Coordinate OSH activities as the Company’s OSH Coordinator and Secretary to the OSH Committee.

Skills

Team leadership

Vendor management

Budget management

Stakeholder management

OS&H knowledge

Communication skills

Problem solving

Organisational skills

Digital workflow

Education

Bachelor’s degree in Facilities Management

Professional FM/PM certification

Tools

Workflow automation tools

Workplace management systems

Procurement systems

Job description

Manage the Administration & Facilities Management function to provide a safe, efficient, compliant and well-managed workplace. Oversee workplace operations, facilities projects, occupational safety and health, vendor management, governance and administrative services to support business requirements and operational continuity.

Job Responsibilities

Administration & Facilities Operations

• Manage day-to-day administration and facilities operations to provide a safe, efficient and well-maintained workplace.
• Oversee maintenance, housekeeping, utilities, office equipment, workplace services and facilities-related employee requests.
• Coordinate with building management, contractors and service providers to ensure timely issue resolution and service continuity.
• Support office events and other operational requirements.

Workplace Planning & Facilities Projects

• Manage workplace planning, space utilisation, seating arrangements and facilities requirements to support business needs.
• Coordinate office renovation, refurbishment, relocation and workplace improvement projects.
• Work with internal stakeholders, project teams, building management and vendors to minimise operational disruption during workplace changes.
• Support applicable lease, renovation and project approval requirements.

Occupational Safety & Health (OSH)

• Serve as the Company’s OSH Coordinator and Secretary to the OSH Committee, coordinating committee activities and statutory governance requirements.
• Coordinate workplace inspections, risk assessments, monitoring activities and safety initiatives.
• Monitor OSH observations, recommendations and corrective actions through to closure.
• Maintain appropriate OSH records and documentation to support regulatory, governance and audit requirements.
• Promote workplace safety awareness and continuous improvement.
• Manage admin & facilities-related vendors and contracts, including sourcing requirements, commercial evaluation, negotiation, renewals and service-performance management.
• Coordinate with Procurement/Sourcing and Finance on purchasing, payment and expenditure requirements.
• Monitor admin & facilities expenditure against approved budgets while identifying opportunities for cost optimisation and operational efficiency.
• Ensure vendors fulfil contractual, safety, operational and service requirements.
• Maintain appropriate operational controls, records and documentation for Administration & Facilities Management activities.
• Support internal audit, compliance, records management and other governance requirements applicable to the function.
• Identify facilities and workplace operational risks and coordinate appropriate mitigation actions.
• Maintain adequate operational coverage and support business continuity for critical workplace services.

Team & Stakeholder Management

• Manage and guide Administration & Facilities Management team members in delivering operational requirements and service standards.
• Plan team resources and operational priorities according to business requirements.
• Assess and coordinate recruitment and resource requirements for the function where required.
• Collaborate with internal stakeholders, building management, contractors and service providers to address workplace requirements and operational issues.
• Prepare and coordinate employee communications relating to facilities, workplace services and operational changes.

Job Requirements

• Bachelor’s degree in Facilities Management, Business Administration, Property Management or a related discipline. Equivalent relevant professional experience may also be considered.
• Minimum 8 years of relevant experience in Facilities Management, Workplace Operations, Corporate Services, Administration or related disciplines.
• Minimum 3 years of experience in a supervisory or management capacity, with responsibility for team coordination, budget management and operational delivery.
• Experience in facilities operations, workplace planning, office renovation/relocation and project coordination.
• Experience in vendor and contract management, including sourcing, contract renewal, service performance and cost management.
• Working knowledge of workplace health and safety, risk management, governance and regulatory compliance.
• Practical IT knowledge and a workplace digitalisation mindset, with experience in applying digital tools, workflow automation or workplace management systems to improve administrative and facilities processes, operational efficiency and employee experience, in collaboration with IT teams and vendors.
• Strong stakeholder management, communication, problem-solving and organisational skills.
• Relevant professional certification in facilities management, project management or occupational safety and health would be an advantage.