Job Description

Job summary

The overall responsibility for this role is handling all office administration, facilities and equipment maintenance, procurement, and corporate secretarial support.

Administrative Operations

Licenses & Memberships:

Monitor and renew all company licenses (e.g., DBKL, Gombak) and professional memberships (e.g., REHDA, MEF). Maintain proper filing and ensure all records are current, accessible, and well-organized.

Office Supplies & Procurement:

Coordinate and track inventory of office and pantry supplies, source and evaluate vendor quotations, prepare purchase orders, and maintain vendor contracts.

Office Facilities Maintenance

Building & Systems:

Oversee maintenance of building structures, electrical systems, plumbing, and air-conditioning to ensure all are in good working condition.

Safety & Cleanliness:

Ensure compliance with safety standards (fire extinguishers, smoke detectors) and manage outsourced cleaning and pest control services.

Vendor & Maintenance Coordination:

Supervise contractors and service providers, manage maintenance schedules, and maintain inspection and repair records.

Office Equipment & Furniture

Maintain and ensure functionality of all office machines (photocopiers, printers, AV equipment), furniture, and pantry appliances. Prepare workstations, access cards, and materials for new hires.

Common Area Maintenance

Liaise with building management/landlord regarding common area issues such as lift breakdowns, corridor lighting, air-conditioning, or plumbing.

Corporate Secretarial Function

Regulatory Compliance:

Assist the Company Secretary in preparing and uploading statutory reports/returns in compliance with the relevant legislation/regulators. Draft and manage company secretarial documents, board and shareholder resolutions, and meeting arrangements.

Records Management:

Maintain statutory registers (members, directors, secretaries, managers) and minute books.

Audit Support:

Attend to auditors' requests during the statutory audit period.

General Support:

Provide administrative and housekeeping support related to secretarial functions.

Other Duties:

Perform any other duties as assigned by management.

Requirement:

Education & Qualification

Bachelor's Degree in Business Administration, Management, Corporate Administration, or related field.

Relevant Experience & Years of Service

Minimum

5 years of relevant experience

in office administration, facility management, or corporate secretarial support (experience in a property development or construction environment is an added advantage).

Technical Skills & Professional Knowledge

Good understanding of administrative operations, procurement, and office maintenance processes. Familiarity with corporate secretarial practices. Proficient in

MS Office 365

and document management systems (e.g., OneDrive or equivalent). Strong

organizational, coordination, and multitasking

skills with attention to detail. Good

communication and interpersonal

abilities to liaise with management, vendors, and authorities.

Competencies

Highly

responsible, discreet, and trustworthy

in handling confidential information.

Proactive, resourceful, and independent

, with strong problem-solving skills.

Team-oriented

and able to work under minimal supervision. Good

interpersonal skills

and

well organized

.
Job Type: Full-time

Pay: RM5,000.00 - RM6,000.00 per month

Work Location: In person