Facilities 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, inspection...