Senior Executive Administrative

ITS GROUP; Shah Alam; On-site; MYR 78,000 - 123,000; Full time

Job summary

ITS GROUP in Shah Alam is seeking a Facilities & Administration Manager to lead and optimize all facilities, administration, and workplace-related functions, ensuring a safe, compliant, and well-supported environment for the organisation.

You will oversee building operations, maintenance planning, vendor management, insurance, asset control, and renewal of licenses while coordinating with internal stakeholders to drive efficiency and continuous improvement.

Qualifications

• Bachelor's Degree in Business Management / Administrative or related field.
• Minimum 5 years of administrative and facilities management experience.
• Experience with OSHA is an advantage.
• Ability to cope in a fast-paced environment.
• Detail-oriented, organized, and good time management.

Responsibilities

• Oversee and coordinate repair and maintenance works for office buildings.
• Liaise with vendors, contractors, and service providers to ensure quality and cost effectiveness.
• Manage building insurance matters including fire and all-risk and public liability insurance.
• Oversee property and asset management including procurement, tracking, and disposal.
• Manage company vehicles including insurance and tax renewals.
• Coordinate renewal of business licences for all group companies.
• Handle rental agreements and coordination with property owners/agents.
• Oversee office administration functions including stationery procurement and inventory.
• Manage pantry supplies, stock levels, hygiene, and cost control.
• Support onboarding from facilities/admin perspective (access cards, welcome kits).
• Manage Director-related administrative matters (APAC card apps/ renewals).
• Act as OSHA lead ensuring workplace safety compliance and policy implementation.
• Plan and oversee office renovations and facilities-related projects including budgeting and execution.
• Prepare and manage budgets, reports, and documentation related to facilities and capex.
• Collaborate with management to support operational needs and continuous improvement.

Skills

Facilities management

Vendor management

OSHA knowledge

Budgeting

Project coordination

Education

Bachelor's degree in Business/Administration

Job description

This person is responsible to manage and oversee all facilities, administration, property, and workplace-related functions to ensure a safe, efficient, compliant, and well-supported working environment for the organisation.

This person will also manage overall office building operations, including annual maintenance planning, contract review, renewal, and scheduling for services such as cleaning, security guards, air-conditioning systems, fire safety systems and panels, landscaping, external building cleaning, carpet shampooing, pest control, and etc.

Responsibilities

• To oversee and coordinate repair and maintenance works for office buildings, ensuring timely resolution of issues and minimal disruption to daily operations.
• To liaise with vendors, contractors, and service providers to ensure service quality, cost effectiveness, and compliance with agreed service levels.
• To manage building-related insurance matters, including fire insurance, all-risk insurance, and public liability insurance, ensuring adequate coverage and timely renewal.
• To oversee company property and asset management, including procurement, tracking, maintenance, insurance, and disposal of company assets.
• To manage company vehicles, including insurance coverage, road tax renewal, and related administrative matters.
• To coordinate and ensure timely renewal of business licences for all companies within the group in accordance with statutory requirements.
• To manage property-related matters, including rental agreements, renewals, and coordination with property owners or agents.
• To oversee office administration functions, including stationery procurement and inventory management.
• To manage office pantry supplies, ensuring sufficient stock levels, hygiene standards, and cost control.
• To support employee onboarding from a facilities and administration perspective, including preparation of access cards, welcome kits, and workplace readiness for new joiners.
• To manage Director-related administrative matters, including APAC card applications and renewals.
• To act as the Occupational Safety and Health Administration (OSHA) lead, ensuring workplace safety compliance and implementation of safety policies and practices.
• To plan, manage, and oversee office renovation and facilities-related projects, including budgeting, vendor coordination, execution, and project completion.
• To prepare and manage budgets, reports, and documentation related to facilities, administration, and capital expenditures.
• To work closely with internal stakeholders and management to support operational needs and continuous improvement in facilities and administrative services.

Qualifications

• Bachelor's Degree in Business Management / Administrative or other relevant course.
• Have min 5 years of experience in administrative and facilities management.
• Added advantage if have experience in OSHA.
• To be able to cope in a fast paced working environment.
• Detail oriented, organised and good time management.