Key Responsibilities
1. Site Administration & Facility Operations
- Lead daily site administration and general affairs operations, and establish standardized policies, SOPs, and service level agreements (SLAs).
- Manage office space planning, meeting rooms, cafeteria, surau, parking areas, and other common areas.
- Drive office expansion, renovation, and workplace improvement projects.
- Work closely with Operations, EHS, IT, and HR teams to improve operational efficiency and service quality.
2. Expatriate & Overseas Team Support
- Manage end-to-end support for expatriates and overseas visitors, including travel documentation, accommodation, airport transfers, and daily transportation.
- Oversee company apartments, temporary housing, and transportation services.
- Act as the key contact window among expatriates, vendors, and internal stakeholders.
- Support cross-cultural integration and employee care initiatives.
3. Foreign Worker Hostel & Transportation Management
- Plan and manage foreign worker accommodation in compliance with RBA and local regulatory requirements.
- Conduct regular hostel inspections and cross-functional audits with HR, EHS, and Compliance teams.
- Optimize employee transportation routes and shuttle services while maintaining cost efficiency and service quality.
4. Employee Services & Workplace Experience
- Manage daily workplace services, including shuttle programs, cafeteria and vending services, cleaning, mailroom, office supplies, uniforms, lockers, and PPE.
- Ensure consistent service delivery across multiple shifts.
- Collect and analyze employee feedback to continuously enhance workplace experience.
5. Employee Engagement & Events
- Plan and execute large-scale employee events, such as Family Day, Annual Dinner, and cultural celebrations.
- Promote diversity and multicultural engagement initiatives.
- Coordinate event planning, logistics, vendor management, and budgeting.
6. Vendor, Contract & Budget Management
- Establish and manage vendor relationships across facilities, housing, transportation, catering, cleaning, and security services.
- Lead vendor sourcing, including RFQ/RFP processes, contract negotiation, and performance evaluation.
- Manage administrative budgets, identify cost optimization opportunities, and provide financial analysis and operational reports.
7. Security Management, Compliance & Governance
- Establish and enforce site security policies, including access control, visitor management, patrols, and monitoring.
- Ensure compliance with corporate policies, labor regulations, safety standards, RBA, and customer requirements.
- Support internal and external audits, conduct risk assessments, and maintain emergency preparedness.
- Ensure proper governance and documentation across all administrative operations.
8. Team Leadership & Organizational Development
- Lead, coach, and develop Admin, General Affairs, and Security teams.
- Define team KPIs and performance goals, and foster a proactive, service-oriented culture.
- Build scalable administrative processes to support rapid business growth.
Qualifications
- Bachelor's degree in Business Administration, Hospitality, Human Resources, Facilities Management, or a related field.
- Minimum 5–8 years of experience in administration, facilities management, workplace operations, or related functions. Experience in manufacturing or large-scale operations is strongly preferred.
- Proven experience supporting manufacturing environments, large-scale site operations, or expatriate services.
- Strong capabilities in project management, vendor management, budget control, and operational coordination.
- Ability to manage multiple priorities in a fast-paced and cross-functional environment.
- Proficient in Microsoft 365 applications, including Excel, PowerPoint, Outlook, and Teams.
