Facilities Admin cum Receptionist (Petaling Jaya)

Job Title: Facility Admin cum Receptionist

Report To: Facility Manager
Department: Facilities Management
Location: Petaling Jaya
Type: Full Time

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Job Summary:

To provide overall administrative, front-of-house, and governance support to the Facilities Management (FM) team. This role serves as the primary liaison for daily helpdesk and reception operations while maintaining FM documentation, licensing, reporting, and basic financial administration to ensure compliance and efficient facility operations.

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Key Responsibilities:

1. Front-of-House & Helpdesk Operations

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FM Helpdesk Management: Operate the helpdesk via phone, email, and portal—logging tickets, categorizing, assigning to Facility Executives, cleaners, or vendors, and following up through resolution.

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Requestor Communication: Provide timely status updates to requestors and escalate urgent or critical facility issues according to defined procedures.

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Reception Support: Greet visitors, manage visitor registration, issue access badges, answer switchboard calls, and manage meeting room bookings.

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Basic Logistics: Assist with mailroom operations (sorting, courier handovers, basic tracking) and monitor stationery and pantry stock levels.

2. Documentation & Compliance Governance

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Licensing & Official Stamps: Manage business licences and company stamps, ensuring proper storage, control, usage logging, and timely updates to Legal.

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Contract Administration: Maintain the contract registration book and archive of original contracts; coordinate annual documentation cleanup and secure off-site storage.

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Audit Readiness: Maintain orderly electronic and physical FM files to support internal/external audits, inspections, and regulatory compliance checks.

3. FM Reporting & Governance Support

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Monthly Reporting: Consolidate data from the FM team and CMMS to prepare monthly FM reports (covering KPIs, work orders, cleaning/pest control, incidents, and soft-services usage).

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AE Workflow Support: Assist in AE reporting workflows, ensuring critical information is routed to responsible functions per established SOPs.

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Governance Assistance: Support the FM Manager in preparing presentation materials, agendas, and minutes for governance and steering meetings

4. Financial & Administrative Control

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Financial Admin: Assist with FM financial administration, including tracking purchase orders (POs), processing invoices, logging quotations, and performing simple reconciliations.

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Data Management: Maintain clear databases, spreadsheets, and visitor/service logs for FM operations and inventory tracking.

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Qualifications:

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Education: Bachelor’s degree in Facilities Management, Business Administration, Office Management, or equivalent.

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Experience: 1-2 years of experience in facility management, reception, or administrative roles.

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Competencies & Skills:

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Technical Skills: Proficient in MS Office (Excel, Word, PowerPoint) and comfortable working with ticketing, CMMS, or database management systems.

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Communication & Service Mindset: Excellent communication skills with a strong customer service orientation.

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Organizational Ability: Strong attention to detail, highly organized, and capable of multi-tasking across front-desk duties and back-office documentation.