Program Management Specialist

We are seeking a highly organized and proactive Program Management Specialist to oversee operational programs and administrative functions within the data center support environment. The ideal candidate will possess strong coordination, follow-up, stakeholder management, and reporting capabilities, with experience managing multi-site operations and supporting cross-functional teams. Candidates with HR operational exposure/background will have an added advantage.

The role requires close collaboration with internal management, clients, site teams, HR, and regional stakeholders to ensure smooth execution of operational activities, manpower coordination, compliance tracking, and timely reporting.

The successful candidate will be based in Johor Bahru, Malaysia, supporting regional operations and client coordination activities.

Key Responsibilities

Program & Operations Management

• Manage and coordinate day-to-day operational programs across multiple sites/projects.
• Track project deliverables, operational milestones, and service timelines.
• Ensure proper follow-up on pending actions, escalations, and operational issues.
• Monitor manpower deployment and resource planning across assigned sites.
• Support operational readiness for client onboarding, project kick-offs, and site transitions.
• Coordinate with Site Leads/POCs to ensure operational consistency and compliance.

Administrative & Reporting Functions

• Maintain accurate operational documentation, trackers, reports, and meeting minutes.
• Prepare weekly/monthly management reports and operational updates.
• Ensure proper filing and maintenance of project records, SOPs, and compliance documents.
• Support documentation management.
• Track attendance, leave coordination, onboarding status, and staffing updates where required.

Stakeholder & Client Coordination

• Act as a key liaison between management, clients, HR, and operations teams.
• Coordinate meetings, follow-up actions, and status updates with stakeholders.
• Ensure timely communication of operational changes and updates.
• Support client engagement activities and operational reviews.

HR & Team Coordination Support

• Work closely with HR on manpower planning, onboarding coordination, and staff documentation.
• Assist with employee engagement coordination and operational staffing matters.
• Support recruitment coordination and interview scheduling when required.
• Monitor staffing status, attrition updates, and workforce movement.

Continuous Improvement

• Identify operational gaps and recommend process improvements.
• Drive administrative efficiency and improve follow-up processes.
• Support implementation of operational best practices and workflow improvements.

Requirements

Education

• Bachelor’s Degree in Business Administration, Management, Human Resources, or related field.

Experience

• Minimum 3-5 years of experience in Program Management, Operations Management, or Administrative Management.
• Experience in BPO, data center operations, facilities support, or technical services industry preferred.
• Strong administrative and coordination background is essential.
• Experience handling multi-site operations and regional coordination is an advantage.
• Candidates with HR operations or HR coordination background are preferred.

Skills & Competencies

• Strong organizational and follow-up skills.
• Excellent communication and stakeholder management abilities.
• Strong reporting and documentation management skills.
• Ability to manage multiple priorities and deadlines effectively.
• Proficient in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Ability to work independently in a fast-paced operational environment.
• Strong problem-solving and coordination capabilities.

Preferred Attributes

• Detail-oriented and highly responsive.
• Strong sense of ownership and accountability.
• Able to coordinate across regional teams and clients.
• Experience supporting operational manpower management is an added advantage.
• Willing to travel occasionally to client sites or operational locations.
• Fast-paced environment supporting critical operations within the data center industry.