Job Description

Responsible for supporting Facilities Management (FM) operations and administration, ensuring smooth coordination between departments, service providers, tenants, and authorities. This role involves reporting, documentation, budgeting and handling FM-related matters.

Key Responsibilities

1. Reporting & Documentation

Prepare and submit weekly/monthly internal and external reports

Manage invoices, purchase orders, floating funds, and update records in IFCA system.

Assist FM Manager in financial and ad-hoc report preparation

2. Meeting & Coordination

Organize meetings, appointments and prepare minutes accurately and timely.

Liaise with tenants, contractors, and authorities to ensure smooth communication.

3. Service Provider & Tender Management

Assist FM Team in monitoring service providers' schedules & performance and propose improvements

Support FM Team in managing tender processes and agreements for mall services.

4. Budgeting & Financial Monitoring

Assist FM Manager in planning and monitoring mall operating expenses.

Track profit and loss to ensure budget accuracy and effective usage

5. Mall Operational

Oversee servicing contractors by monitoring schedules, attendance and service quality through regular inspection.

Report, follow up and monitor on mall and tenant complaints with relevant departments and updates superior and tenants pertaining on issue highlighted.

6. Administration works

Perform general clerical duties to include, but not limited to, copying, faxing, mailing, laminating and filing

Prepare and collate all documentation for the monthly payroll of all on site staff

Provide support to the FM & Operation in maintaining supplier matrices and the associated documentation

Provide and support to the FM & Operation in maintaining / records and back to work / self-certification documentation

Order and maintain stock in relation to the facilities management service provision

Where applicable, answer telephone and transfer to appropriate staff members

Education Qualifications

1. Candidate must possess at least, Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Post Graduate Diploma, Professional Degree in any field.

Relevant Experience

1. Well-developed oral and written communication skills in Bahasa Malaysia and English. Able to converse in Mandarin would be an advantage but not compulsory.

2. Previous work-related skills, knowledge and experience would be helpful.

3. Knowledge in basic administrative duties with Microsoft Office (Word & Excel)

Personal Characteristics & Behaviours

1. Pleasant personality with excellent grooming skills and PR skills.

2. Ability to multi-task and prioritize a high volume of incoming jobs.

3. Ability to demonstrate professionalism, discretion and confidentiality at all times

Job Type: Full-time

Pay: RM2,500.00 - RM4,300.00 per month

Benefits:

Cell phone reimbursement Dental insurance Health insurance Opportunities for promotion Professional development
Ability to commute/relocate:

Kuala Lumpur: Reliably commute or planning to relocate before starting work (Preferred)
Education:

Bachelor's (Preferred)
Work Location: In person