Administrative Executive - Kuala Lumpur, Malaysia - Khazanah Research Institute

Description

The ideal candidate will be pivotal in ensuring the smooth and efficient procurement of goods and services essential for organisational operations. You are responsible for the security, maintenance and services of work facilities to ensure that they meet the needs of the organisation and its employees. You will also manage security and safety procedures, supervise the work of contractors, handle building maintenance operations and fire safety and security issues, oversee building cleaning activities and utility infrastructure, and be in charge of space management.

OVERVIEW OF THE ROLE

• Manage centralised procurement activities, including vendor sourcing, processing requisition documents for approval, and liaising with legal for contract management.
• Manage company assets efficiently, handling inventory, procurement, maintenance, and disposal processes.
• Ensure health and safety compliance by integrating safety protocols into procurement, asset management, and operational practices.
• Able to work independently with minimal supervision, liaising with other members of the Chairmanâs Office or the Research Division as necessary.

KEY RESPONSIBILITIES

1. Centralised Procurement Activities

• Source potential vendors, request quotes, negotiate terms, and evaluate vendor capabilities and pricing;
• Prepare requisition approval documents; ensure timely processing and monitor delivery schedules;
• Drafting, reviewing, and managing contracts with vendors, ensuring compliance with terms and conditions;
• Provide administrative support such as filing, data entry, and document management;
• Collaborate with internal stakeholders and external vendors to uphold procurement standards and policies;
• Monitor expenses and implement cost-saving initiatives where applicable.

2. Asset and Facilities Management

• Maintain an accurate and up-to-date inventory of all company assets, including equipment, machinery, vehicles, and technology devices;
• Ensure proper tracking and recording of asset movements, transfers, disposals, and retirements;
• Coordinate or carry out preventive, planned maintenance schedules, repairs, improvement works and inspections for company assets to ensure optimal functionality and longevity;
• Maintain records of maintenance history, service contracts, warranties, and repair expenses;
• Responsible for all company assets (i.e., machines, equipment, fixtures, fittings, etc).
• Ensure the reliable operation of all utility systems, including electrical, water, and air conditioning.

3. Management and Planning

• Manage space allocation, layout and facility expansions or modifications (if applicable) to meet the organisationâs needs.
• Coordinate internal moves and ensure minimal disruption to operations.

4. Security and Safety

• Work with Supervisors to develop and enforce security policies and procedures to safeguard employees and assets;
• Coordinate safety drills and training to ensure preparedness for emergency situations as the fire marshal and point person for the Call Tree Plan;
• Act as a contact for external contractors, ensuring they are fully aware of the Occupational Safety and Health Administration (OSHA) Act/procedures;
• Ensure compliance with all relevant health and safety regulations.

5. Stakeholder Communication

• Act as the primary point of contact for all internal and external stakeholders regarding facilities management issues.

6. Others

• Supervise and oversee the day-to-day work of the Driver and Cleaner/Tea Lady;
• Supervise physical staff movement (i.e. entrance and exit of staff);
• Undertake any other duties as may reasonably be required as part of the Chairman's Office;
• Work closely with other members of the Chairmanâs Office when required.

MINIMUM REQUIREMENTS

• Bachelor's degree in Business Administration, Finance, Facilities Management or relevant experience.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and asset management software.
• Strong analytical and problem-solving skills.Excellent communication, interpersonal and negotiation skills.
• Attention to detail and accuracy in data management and documentation.Ability to multitask, prioritise and manage time efficiently.
• Experience in managing external contractors and suppliers to perform repairs and maintenance.
• Experience in asset management, inventory control, or related fields preferred.
• Familiarity with regulatory requirements and compliance standards related to asset management and safety.
• Having an OSHA Certificate would be an added advantage.

TO APPLY

Submit your Cover Letter and CV to [HIDDEN TEXT] with the subject: Application for Admin Exec: Name

Please note that due to the number of applications we receive, only shortlisted candidates will receive responses. We appreciate your kind understanding.

ABOUT KHAZANAH RESEARCH INSTITUTE

The Khazanah Research Institute carries out research on the pressing issues of the nation. We then recommend policies to improve the well-being of Malaysians based on that research.

We do all this through:

• rigorous impartial analysis founded on data;
• convening discussions, amongst those who are relevant, to illuminate understanding of the issues;
• being advocates of the knowledge we acquire.

We are a not-for-profit organisation.

To learn more about us, visit and our socials, @krinstitute on X, LinkedIn, Facebook and Instagram.