Assistant Manager Admin

Assistant Manager – Admin

Department: Administration

Reports to: Regional Manager HR - Asia

Location: Kuala Lumpur, Malaysia

Employment Type: Full-time

About the Role

We are seeking a proactive and detail-oriented Assistant Manager – Admin to manage the organization's administrative operations. The role involves overseeing office facilities, vendor management, compliance, and support services to ensure smooth day-to-day functioning across departments.

Key Responsibilities

• Manage day-to-day office administration, including facilities, housekeeping, security, and maintenance

• Oversee vendor management — negotiate contracts, track SLAs, and manage relationships with service providers (courier, cafeteria, stationery, AMC vendors, etc.)

• Coordinate travel, accommodation, and logistics for employees and visiting guests

• Manage office supplies, inventory, and asset tracking (furniture, equipment, IT assets in coordination with the IT team)

• Ensure statutory and regulatory compliance (licenses, permits, fire safety, insurance renewals, etc.)

• Support HR with onboarding/offboarding logistics, seating arrangements, ID cards, and employee facility requests

• Manage petty cash, admin budgets, and vendor invoicing/billing in coordination with Finance

• Coordinate logistics for internal events, meetings, and conferences

• Liaise with building management, local authorities, and external agencies as required

• Supervise administrative staff, drivers, housekeeping, and support personnel

• Maintain admin records, MIS reports, and documentation for audits

• Implement and monitor office safety, security protocols, and emergency preparedness plans

• Assist senior management with special projects and process improvement initiatives

Required Skills & Competencies

• Strong organizational and multitasking abilities

• Excellent vendor negotiation and relationship management skills

• Good communication skills (written and verbal)

• Proficiency in MS Office (Excel, Word, PowerPoint) and admin/facility management tools

• Budgeting and cost-control skills

• Problem-solving mindset with attention to detail

• Ability to work under pressure and manage urgent/last-minute requirements

• People management and team leadership skills

Qualifications & Experience

• Graduate/Postgraduate in Business Administration, Facility Management, or a related field

• 4–7 years of experience in administration, facility management, or office operations

• Prior experience managing vendor contracts and facility operations preferred

Preferred Attributes

• Experience in a fast-paced corporate environment

• Familiarity with compliance and regulatory requirements relevant to the industry

• Flexibility to work extended hours as required