Head of Administration

Job Description

Level: Senior Leadership

(Jobstreet Malaysia)

• Provide strategic and operational leadership across Administration, Workplace Operations, Facilities, Fleet, Logistics, and Workplace Services.
• Lead workplace and office facilities management to ensure safe, reliable, efficient, and productive working environments.
• Oversee building maintenance, security, cleaning, M&E services, workplace infrastructure, and statutory compliance.
• Develop and implement preventive and corrective maintenance strategies for workplace facilities and infrastructure.
• Lead workplace planning, office optimization, refurbishment, relocation, and space-management initiatives.
• Ensure workplace facilities are prepared for business continuity, emergency situations, and operational disruptions.
• Manage company fleet operations, including vehicle availability, safety, utilization, maintenance, compliance, and cost optimization.
• Oversee transportation services, dispatch, mailroom, logistics, and related support functions.
• Develop fleet maintenance, replacement, utilization, and lifecycle-management strategies.
• Lead front-of-house and workplace support services including reception, office support, pantry, employee services, and day-to-day office operations.
• Establish clear workplace service standards, SLAs, KPIs, and customer-experience measures.
• Ensure consistent service delivery across headquarters, branches, and regional offices.
• Strengthen administration governance, policies, procedures, controls, and operational standards.
• Drive standardization and continuous improvement across administrative and workplace processes.
• Develop operational dashboards, performance reports, service metrics, and management reports.
• Lead digitalization and automation initiatives to improve administrative productivity and employee experience.
• Manage external service providers, contractors, facilities partners, logistics providers, and other vendors.
• Establish vendor performance standards and monitor contracts through KPIs, SLAs, quality measures, and cost controls.
• Support procurement governance and ensure administrative purchasing follows approved policies and procedures.
• Manage administration and facilities budgets while identifying opportunities for cost savings and value optimization.
• Monitor operational risks, compliance requirements, audit findings, and corrective actions.
• Ensure workplace operations comply with company policies, statutory requirements, health and safety standards, and risk-management frameworks.
• Build strong relationships with senior stakeholders and internal business functions.
• Lead, coach, develop, and performance-manage multidisciplinary Administration and Workplace Services teams.
• Establish capability-development plans and succession strategies for key administration functions.
• Identify opportunities to improve workplace experience, operational efficiency, service quality, and employee satisfaction.
• Lead major workplace transformation, facilities improvement, and administration projects from planning through implementation.

• Minimum 10 years of relevant leadership experience in Administration, Facilities Management, Workplace Operations, Corporate Services, or a related field. Current comparable Kuala Lumpur postings specify 10+ years of leadership experience. (BeBee)
• Proven experience leading multidisciplinary teams across workplace operations, facilities, administration, fleet, logistics, or corporate services.
• Strong knowledge of Facilities Management, Workplace Operations, Fleet Management, Workplace Services, and Administration.
• Experience managing office buildings, facilities maintenance, security, cleaning, M&E services, and workplace infrastructure.
• Strong experience in vendor management, contract management, procurement governance, and service-provider performance management.
• Proven ability to establish and manage KPIs, SLAs, operational dashboards, and service-performance frameworks.
• Strong financial and commercial acumen with experience managing budgets, controlling costs, and delivering operational value.
• Experience leading organizational transformation, process improvement, digitalization, automation, or service-improvement initiatives.
• Strong understanding of workplace health and safety, statutory compliance, business continuity, and operational risk management.
• Experience managing fleet operations, transportation, logistics, dispatch, or related services is highly advantageous.
• Strong stakeholder-management skills with the ability to work effectively with senior management and multiple business functions.
• Excellent leadership, communication, negotiation, and influencing skills.
• Strong analytical and problem-solving capabilities with a data-driven approach to operational decision-making.
• Ability to manage multiple strategic initiatives while ensuring reliable day-to-day service delivery.
• Strong understanding of corporate governance, policies, audit requirements, and internal controls.
• Proficiency in Microsoft Excel, PowerPoint, Word, Power BI, facilities-management systems, or other operational reporting tools is an advantage.
• Ability to develop and implement service standards, operating procedures, governance frameworks, and continuous-improvement programs.
• Bachelor's degree in Business Administration, Facilities Management, Engineering, Operations Management, Property Management, or a related discipline is preferred.
• Professional certifications in Facilities Management, Workplace Management, Project Management, Procurement, Occupational Safety, or Business Administration are an advantage.

• Opportunity to lead a broad portfolio covering Workplace Operations, Facilities, Fleet, Logistics, Workplace Services, and Administration.
• Exposure to enterprise-wide transformation, governance, service excellence, cost optimization, and workplace strategy.
• Opportunity to work directly with senior leadership and multiple business functions.
• Significant influence over workplace experience, operational standards, vendor performance, and administration strategy.
• Hands-on experience leading multidisciplinary teams and large-scale operational improvement initiatives.
• Career progression into Director of Administration, Head of Corporate Services, Director of Workplace Operations, Head of Facilities, Chief Administrative Officer, or Chief Operating Officer roles.
• A high-impact, leadership-oriented, and transformation-focused working environment.
• Executive leadership development, professional training, mentorship, and continuous career development opportunities.
• • Competitive compensation, performance incentives, and comprehensive benefits package.