Operations Administrator

City Facilities Management; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A facilities management company in Kuala Lumpur is seeking an experienced administrative professional to support maintenance operations. The role involves reviewing maintenance quotes, scheduling inspections, and maintaining records. Candidates should have a minimum diploma in business administration or facilities management and at least 2 years of experience in an administrative capacity within a facilities or maintenance environment. Strong organizational and communication skills are essential, along with proficiency in Microsoft Excel.

Qualifications

• Minimum Diploma in Business Administration, Facilities Management, or related discipline is preferred.
• 2+ years in administrative roles within facilities or maintenance environments.
• Intermediate to advanced Microsoft Office skills, especially in Excel.

Responsibilities

• Raise reactive maintenance jobs from quotes and faults identified during inspections.
• Review contractor quotes against approved rate cards for accuracy.
• Prepare and submit quotes ensuring clarity and accuracy.
• Maintain registers for store changes and warranties.
• Ensure store events are configured in operating systems prior to opening.

Skills

Organizational skills

Communication skills

Microsoft Excel

Education

Diploma in Business Administration or Facilities Management

Tools

CMMS (Computerized Maintenance Management System)

Job description

City Facilities Management – Kuala Lumpur, Kuala Lumpur

Raise reactive maintenance jobs from quotes and faults identified during Planned Preventative Maintenance (PPM) inspections.

Review contractor quotes against approved rate cards to ensure accuracy and cost compliance.

Prepare and submit quotes, ensuring all required details are included and notes are clear and accurate.

Maintain registers for store changes, handovers, warranties, and site-specific information.

Ensure store events are correctly configured in operating systems prior to opening.

Compliance Coordination

Assist with scheduling, documentation, and communication of maintenance activities and inspections.

Support coordination of Defects Liability Period (DLP) inspections and warranty-related follow-ups.

Stakeholder Communication

Assist with scheduling, documentation, and communication of maintenance activities and inspections.

Develop and maintain productive relationships with key stakeholders.

Regularly liaise with key stakeholders, including the Partnership team, City technicians and management team, and subcontractors.

Support coordination of Defects Liability Period (DLP) inspections and warranty-related follow-ups.

Reporting and KPI Tracking

Provide reports and respond to requests for PPM documentation and operational data.

Monitor performance against KPIs and support compliance tracking.

General Administration

Undertake general administrative duties as directed by the Site Maintenance Manager (SMM).

Manage shared inboxes; organize meetings and travel; support process improvements and team coordination.

Contribute to process improvements and efficiency initiatives.

Undertake additional tasks and projects as required by management or in response to changing operational needs, ensuring flexibility and responsiveness to unforeseen requirements.

Qualifications / Experience / Expertise

Minimum Diploma in Business Administration, Facilities Management, or related discipline (preferred).

2+ years in administrative roles within facilities or maintenance environments; Intermediate to advanced Microsoft Office skills (especially Excel).

Experience with CMMS or maintenance systems.

Strong organizational and communication skills