Admin Clerk (Operations)

Position Requirement

• Diploma in Administration, Property Management or equivalent.
• At least 2 years of relevant experience.
• Proficient in Microsoft Office and computer literate.
• Good communication skills.
• Fresh graduates are encouraged to apply.

Responsibilities:

• Provide comprehensive administrative support to the Facilities Management team, including maintaining organized records, preparing documentation, scheduling meetings, taking minutes and tracking action items.
• Coordinate daily maintenance activities by logging and monitoring requests, complaints and job closures through CMMS or manual systems and ensuring preventive maintenance schedules are executed on time.
• Serve as a key liaison between the FM team, vendors, contractors and internal departments, ensuring smooth communication and timely follow-ups on tasks, service reports and invoice submissions.
• Handle procurement support by raising purchase requisitions, tracking approvals and maintaining complete records of quotations, purchase orders, delivery notes, invoices and vendor compliance documents.
• Prepare and submit accurate daily, weekly and monthly FM reports covering maintenance activities, helpdesk performance, energy usage, vendor performance and other KPIs, while maintaining updated asset, equipment and inventory data.
• Support audits and inspections by organizing required data, assisting in documentation review and ensuring accuracy and completeness of records.
• Assist with health, safety and compliance requirements by maintaining incident reports, fire drill records, certificates and statutory documentation, ensuring all safety information is current and properly displayed.
• Perform any other duties assigned by superior from time to time.