Facilities & Administration Executive

1. RESPONSIBILITIES SUMMARY

a. Asset & Inventory Management

• Fixed Assets & Equipment: Ensure all fixed assets, office equipment, furniture, and fittings are cataloged, tracked, and kept in good working condition.

• Stationery Management: Oversee the procurement, inventory control, and distribution of office stationery to prevent shortages.

• Uniform Management: Manage the ordering, inventory tracking, sizing, and systematic distribution of company uniforms to eligible staff.

b. Building & Property Maintenance

• Facilities Coordination: Coordinate daily property management and maintenance activities, ensuring internal and external office cleanliness, professional landscaping, and robust premises security.

• Space Planning & Renovations: Assist in office space planning and layout optimization, and supervise any office renovation projects.

• Complaint Resolution: Serve as the primary point of contact for building maintenance complaints, coordinating necessary repair works efficiently with both the internal TSG maintenance team and external contractors.

c. Company Vehicle Administration

• Fleet Management: Coordinate the administration of company vehicles, ensuring timely routine servicing, maintenance, and cleanliness.

• Compliance & Records: Monitor and manage vehicle documentation, including the timely renewal of road tax, insurance policies, and fuel card logs.

d. External Liaison & Regulatory Compliance

• Government Statutory Liaison: Act as the liaison representative with local government and statutory bodies, specifically MBPJ (Majlis Bandaraya Petaling Jaya) and CIDB (Construction Industry Development Board), ensuring all permits, licenses, and compliance standards are up to date.

• Consultant Coordination: Coordinate and liaise with the company’s appointed architects and engineering consultants regarding structural layouts, building adjustments, or technical compliance.

e. Corporate Events & Quality Programs

• Event Coordination: Provide logistical and administrative coordination for official company functions and welfare events (e.g., Monthly Assemblies, Family Day, etc.).

• Quality & Compliance Programs: Actively participate in and support any quality management systems and corporate programs implemented by the company (such as ISO standards or internal audits).

2. JOB REQUIREMENTS - MINIMUM ACADEMIC QUALIFICATION & EXPERIENCE

a. Education & Experience

• Qualifications: Bachelor’s Degree in Business Administration, Facilities Management, Real Estate, or a related field

• Experience: Minimum of 2–3 years of working experience in corporate administration, building maintenance, or asset management.

b. Skills & Competencies

• Regulatory Knowledge: Familiarity with local council guidelines (MBPJ) and other related statutory boards (e.g. CIDB, ST ext.) in Malaysia is highly advantageous.

• Vendor & Contractor Management: Proven ability to supervise external technicians, contractors, and corporate consultants effectively.

• Organization: Strong organizational and multitasking skills with detailed record-keeping abilities for company assets.

• Communication: Excellent verbal and written communication skills in Bahasa Malaysia and English to correspond professionally with corporate partners and government officers.