Administrative Coordinator (Facilities Management – ACMV)

Job Description

We are seeking a proactive, organized, and motivated Administrative Coordinator to support our Facilities Management (FM) team in the daily administration and coordination of ACMV maintenance operations. The ideal candidate is detail-oriented, possesses a positive attitude, and is able to work efficiently in a dynamic office environment.

Key Responsibilities

• Prepare and maintain administrative documents including reports, quotations, purchase orders, service contracts, and other related documentation.
• Coordinate meetings, maintenance schedules, site appointments, and service activities with clients, vendors, and internal teams.
• Maintain an organized filing system for service reports, contracts, invoices, correspondence, and operational records.
• Handle reception duties, including answering phone calls, attending to visitors, and responding to general enquiries.
• Prepare and submit daily, weekly, and monthly operational reports.
• Respond promptly and professionally to emails and other correspondence.
• Monitor and track service schedules, documentation, renewals, and project deadlines.
• Provide general administrative and coordination support to the Facilities Management team.
• Perform any other duties as assigned by the Reporting Officer (RO).

Requirements

• NITEC, Higher NITEC, Diploma in Business Administration or a related discipline.
• Previous experience in an administrative or coordination role is preferred.
• Good communication and interpersonal skills.
• Strong organizational, time management, and multitasking abilities.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Detail-oriented with a high level of accuracy in documentation and record-keeping.
• Pleasant personality with a positive attitude and professional work ethic.
• Self-motivated, disciplined, and able to work independently as well as in a team.
• Comfortable working in a fast-paced and dynamic office environment.
• Knowledge of ACMV systems or Facilities Management operations will be an added advantage.