Admin Officer – Assets, Buildings and Land (ABL)

Job description:

The Malaysian Red Crescent (MRC) / Bulan Sabit Merah Malaysia is seeking a responsible, organised and detail-oriented individual to join our team as an Admin Officer – Assets, Buildings and Land (ABL).

The successful candidate will be responsible for coordinating the management, maintenance and documentation of MRC’s assets, buildings and land. This position plays an important role in ensuring that organisational assets and properties are properly maintained, legally compliant, accurately recorded and utilised efficiently.

Key Responsibilities

• Manage and regularly update the organisation’s asset register.
• Record and monitor asset purchases, transfers, locations, conditions and disposals.
• Plan and conduct physical inspections, asset verification and asset-tagging exercises.
• Monitor the condition, utilisation and maintenance requirements of office equipment, furniture, machinery and other organisational assets.
• Coordinate preventive and corrective maintenance for MRC buildings, facilities and properties.
• Liaise with contractors, service providers, government agencies, land offices and local authorities on asset and property-related matters.
• Monitor cleaning, pest control, waste management and other facility-management services.
• Maintain accurate records relating to MRC land and properties, including land titles, leases, licences, quit rent and assessment taxes.
• Conduct property inspections and report any encroachment, damage, safety concerns or unauthorised use.
• Monitor the expiry and renewal of property-related agreements, licences, insurance policies and regulatory approvals.
• Prepare scopes of work, specifications and cost estimates for maintenance and repair services.
• Coordinate quotations and support procurement processes for asset, building and property-related services.
• Monitor contractors’ performance, inspect completed work and verify satisfactory completion before recommending payment.
• Ensure MRC buildings and properties comply with applicable safety requirements, regulations and local authority guidelines.
• Coordinate insurance documentation and claims relating to organisational assets and properties.
• Prepare budgets and monitor expenditure relating to asset management, building maintenance and property administration.
• Prepare periodic management reports on asset status, maintenance activities, property matters and expenditure.
• Provide supporting documentation and clarification for internal and external audits.
• Recommend improvements to asset-control procedures, facility management and the efficient utilisation of organisational properties.
• Support organisational events, emergencies and humanitarian operations when required.
• Perform other related duties as assigned by the immediate supervisor or management.

Academic and Professional Requirements

• Bachelor’s Degree or Diploma in Property Management, Facilities Management, Building Management, Estate Management, Business Administration or a related field.
• Minimum 3 years of relevant working experience in asset, facilities, building, land or property management.
• Experience dealing with contractors, local authorities, land offices or government agencies will be an added advantage.
• Good knowledge of building maintenance, land administration, occupational safety requirements and asset-management procedures.
• Experience in preparing scopes of work, monitoring contractors and verifying completed maintenance works.
• Proficient in Microsoft Office and familiar with asset or facilities-management systems.

Required Competencies

• Strong organisational, documentation and record-management skills.
• Good communication, coordination and negotiation abilities.
• Ability to independently conduct site inspections and prepare clear, accurate reports.
• Strong analytical, problem-solving and decision-making skills.
• Detail-oriented, responsible and able to manage multiple priorities with minimal supervision.
• Ability to coordinate contractors, service providers and relevant stakeholders effectively.
• High level of integrity, accountability and professionalism.
• Good command of Bahasa Malaysia and English, both written and spoken.
• Willing to travel and work outside normal office hours when required.

Benefits:

• Additional leave
• Flexible schedule
• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development