UNITAR Capital Hiring! Full Time Senior Admin Executive in Selangor, Earn up to MYR 4,000 - Ricebowl

Job Title: Senior Admin Executive – Facilities Management
Division: Facilities Department, Operations Division
Reporting To: Manager, Facilities

Job Purpose

To provide comprehensive administrative, coordination, and operational support for Facilities, Logistics, and Event Management. The role ensures seamless operations across facilities services, logistics planning, and end-to-end support for campus events and initiatives.

Key Responsibilities

1. Facilities & Asset Administration

• Serve as the first point of contact for the Facilities Office, handling queries and phone calls.
• Administer purchase orders, invoice processing, expenditure monitoring, and financial documentation in coordination with Finance.
• Manage the Facilities Helpdesk system, ensuring timely responses and issue resolutions.
• Oversee implementation and tracking of Planned Preventative Maintenance (PPM) schedules and remedial work.
• Prepare and manage tender documentation; liaise with Procurement and supervise vendor/contractor activities.
• Monitor essential building services such as cleaning, maintenance, security, waste management, and recycling.
• Ensure compliance with statutory health, safety, and environmental standards.
• Coordinate emergency responses and resolve urgent facilities-related issues.
• Prepare accurate reports, dashboards, and data summaries for management review.
• Maintain a robust filing and documentation system, both digital and physical.
• Prepare floor plans and space design using AutoCAD where required.

2. Logistics & Fleet Management

• Manage and coordinate the use of UNITAR fleet vehicles, including company cars, vans, and buses.
• Receive and process transport and vehicle requests from departments, students, or event organisers.
• Plan and schedule vehicle assignments to ensure optimal usage and availability.
• Liaise and coordinate closely with the appointed Logistic Coordinator for daily operations and transport planning.
• Monitor vehicle usage logs, fuel consumption, and mileage reports.
• Ensure regular maintenance, servicing, and inspections of fleet vehicles to ensure roadworthiness and compliance with legal requirements.
• Maintain up-to-date records for road tax, insurance, and service history for all vehicles.
• Provide logistical and transport support for university events, student movements, and official staff activities.

3. Event Management

• Coordinate and oversee events at UNITAR, ensuring collaboration with relevant departments such as security, maintenance, and parking.
• Liaise with departments and vendors to ensure timely setup, teardown, and smooth execution of events.
• Manage bookings for event venues, equipment, furniture, and utilities.
• Conduct pre-event inspections to ensure readiness and compliance with safety standards.
• Serve as on-ground support and first responder during event execution.
• Monitor post-event clearance and ensure restoration of facilities to original conditions.
• Maintain an event calendar and support proactive planning in line with university activities.

4. Housekeeping & Cleanliness

• Plan, organize, and monitor overall housekeeping schedules to maintain a clean and hygienic campus environment.
• Conduct regular inspections and audits to ensure cleanliness standards are consistently met across all UNITAR premises.
• Liaise with cleaning vendors or teams for follow-up actions and issue resolution.

5. Health & Safety

• Collaborate with the Health & Safety Manager to coordinate health and safety initiatives across the campus.
• Assist in the planning and execution of fire drills, emergency evacuation exercises, and other safety programs.
• Oversee the daily operation and cleanliness of Sick Bay facilities to support the well-being of students and staff.
• Monitor compliance with OSH regulations and assist with campus-wide health and safety audits.

6. Vendor Management

• Coordinate and monitor the performance of vendors including those providing cleaning, maintenance, landscaping, pest control, and waste management services.
• Ensure all service providers meet their contractual obligations and deliver expected standards.
• Facilitate communication between vendors and internal departments for scheduling, issues, and improvements.
• Track contract timelines, assist in evaluations, and support procurement in vendor renewal or termination processes.
• 7. Tenant Management
• Oversee and coordinate tenancy matters for on-campus facilities including cafés, shops, kiosks, and service counters.
• Ensure tenants comply with UNITAR’s operational procedures, safety standards, and facility usage policies.
• Act as the liaison between management and tenants for operations, maintenance support, and service feedback.
• Monitor cleanliness, upkeep, and business continuity of tenant spaces in coordination with Facilities and Safety teams.

Pay: RM3,200.00 - RM4,000.00 per month

Benefits:

• Dental insurance
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Application Question(s):

• How many years you have experiences in Admin?
• What is your current salary?
• What is your excepted salary?
• What is your notice period?
• Can you start immediately?

Work Location: In person