Job Purpose
This role is responsible for two scopes which are Administration and Facility Management, to ensure effective management of the in-house and outsourced admin and building related services, contract servicing management, monitor and ensure the compliance of statutory requirements and asset management. This position guides and advocates best practices within the set guidelines of the organization to efficiently manage internal admin and facilities services, eliminates wastage and improve turnaround time for ultimate cost savings and to provide secure, safe, and conducive office environment.
Duties & Responsibilities
1. Manage the daily, monthly, and annual activities of Admin Unit
- Asset Management, Cafeteria Management, Corporate Lines, Transportation, and other Office Admin services
- Lead a team of 8 personnel to ensure admin services are executed efficiently.
- Continuously review the procedures and suggest improvements to the SOPs.
- Lead meetings and discussions with internal customers and/or external parties and provide input and feedback.
- Support and work closely with Head of Unit on reporting, preparation of cost analysis and resolving operational issues.
- Supervise and provide advice and guidance on general administration functions to the team members.
- Work closely with other team members to understand their individual role and to assist whenever and wherever possible.
- Provide coaching and performance feedback to ensure that the assigned KPIs are met.
2. Oversee and work with colleagues in Facility Management Unit in monitoring all MDEC in-house and outsourced services which includes (but not limited to)
- Maintenance Management (Mechanical, Civil & Electrical)
- Cleaning Services
- Security Services
- Landscaping Services
- CCTV Maintenance
- Card Access System Maintenance
- Pest Control Services
- Chilled Water Supply
- Elevator Maintenance Services
- Fire Protection System
- Sliding Door Services
- Hygiene Services
- BO Chargeman Services
- CMS link to Bomba
- Remote file storage management
- Celcom/EDOTCO Tenancy Agreement
- Perform end-to-end procurement process for each service which can either be Direct Purchase, Direct Negotiation or Tender. Prepares presentation decks and approval papers.
- Continuously review the procedures and suggest improvements to the SOPs.
- Monitor and track all documentations and communications for audit purposes and future references.
- Lead meetings and discussions with internal customers and/or external parties and provide input and feedback.
- Support and work closely with Head of Unit on reporting, preparation of cost analysis and resolving operational issues.
3. Oversee programs together with Facility Management Unit and plans for Construction, Refurbishment, Renovation & Space Planning on the following:
- Plan and execution of multiple renovation or maintenance projects to meet program requirements, budget and time constraints, and its successful execution of projects and compliance with project specifications.
- Plan best allocation and utilization of space and resources for new space, or re-organizing current premises, and its successful execution.
- Complies with procurement policies and guidelines and performs end-to-end procurement process for special projects according to latest Procurement processes (RFQ or RFP).
4. Property
- Handles tenancy related activities of all MDEC satellite offices by managing the agreements (new and renewals) and its end-to-end procurement. Prepares presentation decks and approval papers.
- Sourcing of new tenancy when required.
- Administers the budget and expenses of the rented spaces.
- Liaison person between MDEC and Landlord/Property Management.
5. Supports HoD/HoU on related work as assigned.
- Support and work closely with HoD/HoU.
Performs other related work assigned.
Qualifications
1. Bachelor’s Degree, Post Graduate Diploma, Professional Degree in Engineering (Electrical/Mechanical) or in Property or Building or Facilities Management or equivalent - Extensive experience in facilities management, managing office administration, knowledge in procurement procedures, knowledge in building management, construction and handling of subordinates
2. Minimum Experience 6 years in the related field
Competency Required
Soft Skills
- Analytical Mind
- Negotiation Skills
- Presentation Skills
- Time Management
- Sound work ethics, Integrity and Accountability
- Values/Organizational Commitment
- Organizing Skills/Self starter
- Excellent Interpersonal Skills
- iTeam player and receptive to change.
Technical/Functional Skills
- MS Office Suite - Advance
- AutoCAD
- Property Management
- Facility Management & Maintenance Practices
- Vendor Management Negotiation Skills
- Decision Making Skills
- Problem Solving Skills
- Communication Skills - High degree of oral and written communication skills in English and Bahasa Malaysia and the ability to present to all levels of the organization.
- Organizing Skills
- General Administration
