Admin & Facility Officer

Position Summary

The Admin / Facility Officer is responsible for the efficient management of company facilities and the delivery of administrative support services to ensure smooth business operations. The role includes overseeing building maintenance, coordinating repairs and preventive maintenance programs, managing vendors and contractors, ensuring compliance with safety and regulatory standards, and performing administrative duties such as documentation, procurement assistance, records management, and reporting.

Additionally, this role will heavily support the company's growth initiatives, spearheading internal projects for office expansion and the establishment of new office branches in other locations.

The position requires a strong technical background in Civil or Electrical Engineering to support facility-related works and expansion projects, alongside solid administrative and organizational capabilities.

Qualifications

• Bachelor’s Degree in Civil Engineering or Electrical Engineering
• Minimum of 3 years relevant experience in facilities management, building maintenance, property management, or office administration
• Proven experience in handling office fit-outs, renovations, expansion projects, or new branch setups is highly preferred
• Strong knowledge of building systems (electrical, mechanical, plumbing, HVAC, structural)
• Experience in preventive maintenance planning and contractor coordination
• Familiarity with government permits, building codes, zoning laws, and safety regulations across different localities
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Strong analytical, organizational, and project management skills
• Ability to work independently, handle multiple priorities, and manage project timelines
• Good communication and coordination skills
• Professional license is an advantage but not required
  
  

Key Responsibilities

1. Project Management (Office Expansion & Branching Out)

• Lead and coordinate internal projects for current office expansion and the setup of new branch offices in other regional locations
• Assist management in site selection, spatial planning, and assessing the technical feasibility of potential new office locations
• Oversee the end-to-end office fit-out process, including budgeting, design review, scheduling, construction monitoring, and final handover
• Manage the procurement of furniture, fixtures, and equipment (FF&E) required for new site mobilization
• Liaise with local authorities to secure necessary building permits, business licenses, and occupancy clearances for new branches
  
  

2. Facility Management and Maintenance

• Oversee the daily condition and functionality of company facilities, including office spaces, common areas, and equipment
• Conduct regular site inspections to identify maintenance issues, safety hazards, and repair needs
• Implement and monitor preventive maintenance schedules for building systems and equipment
• Coordinate and supervise repair works, maintenance activities, and facility upgrades
• Ensure proper operation of electrical systems, lighting, air-conditioning, plumbing, fire safety systems, and other infrastructure
• Respond promptly to facility-related issues and emergencies
• Ensure cleanliness, orderliness, and operational readiness of all facilities
  
  

3. Vendor, Contractor, and Service Management

• Source, evaluate, and coordinate with contractors, suppliers, and service providers for routine maintenance and expansion projects
• Request quotations and assist in selecting cost-effective service providers
• Monitor and evaluate contractor performance based on agreed scope of work, project timelines, and quality standards
• Ensure compliance with service agreements, contracts, and company standards
• Maintain updated records of vendors, contracts, and service reports
  
  

4. Administrative Functions

• Handle general administrative tasks including filing, documentation, and records management
• Prepare reports, memos, purchase requests, and internal correspondence
• Maintain and update company records such as permits, licenses, contracts, and facility documentation
• Assist in office procurement of supplies, materials, and equipment
• Monitor inventory of office supplies and facility-related materials
• Assist in budget tracking for administrative, facility-related, and project-specific expenses
• Coordinate with internal departments for office requirements and support needs
  
  

5. Compliance, Safety, and Regulatory Requirements

• Ensure facilities comply with government regulations, building codes, and company policies across all branch sites
• Maintain updated permits, licenses, and certifications related to building operations
• Assist in implementing workplace safety programs and emergency preparedness procedures
• Conduct routine safety inspections and recommend corrective actions
• Coordinate with external inspectors and regulatory agencies when required
• Support implementation of Occupational Health and Safety (OHS) standards
  
  

6. Asset and Equipment Management

• Maintain accurate inventory records of company assets, equipment, furniture, and fixtures across all office locations
• Monitor condition and usage of assets and recommend repairs or replacement
• Ensure proper tagging, documentation, and tracking of all facility-related assets
• Assist in asset disposal processes in accordance with company policies
  
  

7. Reporting and Coordination

• Prepare periodic reports on facility status, project construction milestones, and administrative updates
• Report urgent issues and recommend solutions to management
• Coordinate closely with HR, Finance, and Operations teams regarding facility, project budgets, and administrative needs
  
  

Core Competencies

• Facility and Building Operations Management
• Project Management and Site Mobilization
• Administrative Systems and Documentation
• Preventive Maintenance Planning
• Vendor, Contractor, and Construction Management
• Regulatory Compliance and Safety Awareness
• Budget Monitoring, Cost Control, and Project Estimation
• Problem Solving and Critical Thinking
• Communication and Coordination Skills
• Time Management, Prioritization, and Agility
• Attention to Detail
  
  

Working Conditions

• Office-based with frequent movement within company premises for inspections and coordination
• Requires travel to various locations/provinces to oversee new office setups, site inspections, and expansion projects
• May be required to respond to urgent facility or construction issues outside regular working hours
• May involve heavy coordination with external contractors, designers, landlords, and government agencies