Job Description

Job Purpose

The Administrative & Facilities Executive is responsible for ensuring efficient administrative operations and effective facilities management within the company. This role oversees

office and factory administration, asset management, purchasing coordination, and factory renovation or improvement projects

, ensuring compliance with company policies, safety requirements, and ISO/QMS standards.

Key Responsibilities

1. Administrative Operations

Manage daily administrative activities to support smooth company operations. Prepare and maintain correspondence, reports, records, and filing systems. Coordinate office supplies, stationery, pantry items, and general administrative needs. Provide administrative support to management and cross-functional departments. Ensure administrative documentation complies with company procedures and ISO/QMS requirements.

2. Facilities & Factory Management

Coordinate facilities-related matters including office, factory, utilities, and common areas. Liaise with contractors, service providers, and vendors for maintenance, repair, and servicing works. Monitor facilities conditions and report improvement or repair needs to management. Ensure facilities comply with safety, cleanliness, and company standards.

3. Asset Management

Maintain and update the

company asset register

for office, factory, IT, and production assets. Coordinate asset tagging, tracking, movement, and disposal. Conduct periodic asset verification and reconciliation exercises. Ensure complete documentation for asset acquisition, transfer, and disposal. Work closely with Finance, IT, and Engineering on asset-related matters.

4. Purchasing & Procurement Coordination

Handle purchase requisitions and purchase orders for administrative, facilities, and project-related items. Source suppliers, request quotations, and conduct price comparisons. Coordinate with Finance on invoice verification and payment processing. Maintain proper purchasing records and approved supplier documentation. Ensure purchasing activities comply with approved budgets and procurement procedures.

5. Factory Renovation & Project Coordination

Assist in coordinating

factory renovation, refurbishment, and improvement projects

. Liaise with contractors, consultants, and internal stakeholders on project requirements. Track project timelines, progress updates, and documentation. Prepare and maintain project-related records including quotations, approvals, and work schedules. Support management in monitoring renovation costs and project deliverables.

6. Vendor & Contractor Coordination

Coordinate contractor access, work schedules, and site arrangements. Ensure contractors comply with company safety rules and facility regulations. Maintain vendor and contractor lists and basic performance records.

7. Compliance, Safety & Documentation

Ensure all administrative, facilities, and purchasing records are complete and audit-ready. Support internal and external audits (ISO, QMS, financial, regulatory). Assist in maintaining SOPs, forms, and records related to administration and facilities. Promote a safe and compliant working environment.

8. Other Duties

Support company events, meetings, and internal activities when required. Perform any other duties as assigned by management from time to time.

Job Requirements

Diploma or Bachelor's Degree in Business Administration, Facilities Management, or related fields. Minimum

2-3 years of experience

in administration, facilities, or similar roles. Experience in

manufacturing or factory environments

is an added advantage. Knowledge of asset management, purchasing, and contractor coordination preferred. Proficient in Microsoft Office applications (Word, Excel, PowerPoint). Strong organizational, coordination, and documentation skills. Able to work independently with minimal supervision. Detail-oriented, responsible, and able to handle multiple tasks.

Key Competencies

Administrative & documentation management Facilities coordination & vendor management Asset tracking & control Basic project coordination Cost awareness & purchasing control Compliance & audit readiness
Job Type: Full-time

Pay: RM1,936.97 - RM3,000.00 per month

Benefits:

Opportunities for promotion Professional development
Work Location: In person