Facility Admin - Documentation & Reporting (Petaling Jaya)

Job Purpose
To manage FM documentation, licences and contract archiving and to support governance, reporting and financial administration for FM services.

Key Responsibilities

• Manage documentation related to business licences, official company stamps, ensuring proper storage, control, usage records and timely updates to Legal.
• Maintain the contract registration book and archive of original contracts; coordinate yearly documentation “spring cleaning” and off‑site storage.​
• Prepare monthly FM reports (KPIs, work orders, cleaning/pest reports, incidents, soft‑services usage) based on data from FM team and systems.
• Support FM Manager in preparing materials and minutes for governance/steering meetings.​
• Assist with FM financial administration (tracking POs, invoices, quotations, simple reconciliations) according to internal processes.​
• Maintain orderly electronic and physical FM files to support audits, inspections and compliance checks.

Requirements

• Diploma in Business/Accounting/Administration or equivalent.
• 2+ years’ experience in admin, documentation control or basic finance support.

• Strong attention to detail and organisation skills.

• Proficiency in MS Office (especially Excel, Word, PowerPoint).