Senior Executive, Office Administration

Private & Confidential; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Private & Confidential is seeking an Administrative Operations Manager to coordinate day-to-day operations across the organisation, ensuring seamless business activity in Petaling Jaya.

You will monitor services, manage facilities and resources, and assist in developing policies, governance, and compliance to meet regulatory requirements.

The role emphasizes budget control, risk management and continuous improvement, delivering reliable office services and timely reporting to leadership.

Responsibilities

• Coordinate and oversee the day-to-day administrative operations to ensure efficient and uninterrupted business activities across the organisation.
• Monitor the delivery of administrative services and recommend improvements to enhance operational effectiveness and service quality.
• Ensure office resources, facilities, and support services are managed effectively to meet organisational requirements.
• Assist in the development, implementation, review and enhancement of administrative policies, procedures and guidelines.
• Ensure compliance with applicable corporate policies, statutory requirements, governance standards, and regulatory obligations.
• Support periodic audits, reviews, and reporting activities relating to administrative functions.
• Assist in the preparation, monitoring, and administration of the department's operational budget.

Job description

1. Administrative Operations Management

• Coordinate and oversee the day-to-day administrative operations to ensure efficient and uninterrupted business activities across the organisation.
• Monitor the delivery of administrative services and recommend improvements to enhance operational effectiveness and service quality.
• Ensure office resources, facilities, and support services are managed effectively to meet organisational requirements.

2. Policy, Governance and Compliance

• Assist in the development, implementation, review and enhancement of administrative policies, procedures and guidelines.
• Ensure compliance with applicable corporate policies, statutory requirements, governance standards, and regulatory obligations.
• Support periodic audits, reviews, and reporting activities relating to administrative functions.

3. Budget and Cost Management

• Assist in the preparation, monitoring, and administration of the department's operational budget.
• Track expenditure against approved budgets and ensure prudent utilisation of resources.
• Identify and recommend cost optimisation initiatives while maintaining service quality and operational efficiency.

4. Stakeholder and Vendor Management

• Act as a liaison between internal departments, external vendors, service providers, and relevant authorities on administrative and office management matters.
• Foster effective working relationships with stakeholders to support business requirements and organisational objectives.
• Coordinate procurement and contract administration activities related to office services and facilities management.

5. Risk, Safety and Business Continuity

• Support the implementation of workplace safety, security and emergency preparedness initiatives.
• Identify operational risks related to administrative functions and recommend appropriate mitigation measures.
• Ensure administrative practices support business continuity requirements and organisational resilience.

6. Team Support and Continuous Improvement

• Provide guidance, coordination, and support to administrative personnel and service providers to ensure effective service delivery.
• Promote a collaborative and customer-focused work environment.
• Drive continuous improvement initiatives to enhance productivity, efficiency and stakeholder satisfaction.

7. Reporting and Administrative Support

• Prepare reports, analyses, and management paper/memorandum to updates relating to office services, facilities, budgets and administrative operations.
• Maintain accurate records, documentation, and administrative information in accordance with organisational requirements.
• Perform any other duties and responsibilities as assigned by the immediate superior or Management from time to time.