Head of Administration

🗂 We’re Hiring: Head of Administration

🕒 Employment Type: Full-Time / Fixed-Term

💼 Level: Senior Leadership

We are seeking an experienced, strategic, and operationally focused Head of Administration (Workplace Operations & Facilities) to lead and transform the organization’s workplace operations, facilities management, fleet and logistics, workplace services, and administration functions. This is a senior leadership role focused on operational excellence, governance, service quality, cost efficiency, workplace experience, and continuous improvement. The current Kuala Lumpur role emphasizes enterprise-wide workplace, fleet, administration transformation, service standards, governance, and operational excellence. (Jobstreet Malaysia)

🎯 Key Responsibilities

• 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.

✅ Requirements

• 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.

🌟 What We Offer

• 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.