Operations Administration (Centro Mall)

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

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.

2. Utility Billing & Reporting

• Prepare monthly electricity, water, and gas meter reading records.
• Check the monthly AFA rate from the official AFA website as the rate may change every month.
• Update the electricity billing rate based on the latest AFA rate.
• Update utility consumption and billing reports in Excel/system.
• Monitor monthly usage and variance.
• Maintain utility billing records.

Prepare monthly attendance and manpower reports for Security & Cleaning.

Monitor manpower, overtime, absenteeism, and replacements.

Verify attendance for payroll and invoice purposes. – update attendance summary to security and cleaning company every end month

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.

5. Security & Cleaning Administration

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.

7. Helpdesk & Defect Coordination

Monitor and manage 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.

8. Preventive Maintenance Coordination

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.

Unlock job insights

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have in an Administration Role?
• Which of the following types of qualifications do you have?
• Do you have Maintenance Coordination experience?
• Which of the following languages are you fluent in?
• Which of the following Microsoft Office products are you experienced with?
• How much notice are you required to give your current employer?
• Do you have order processing experience?