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Senior Analyst, Facility and Administration Management

Date:  May 29, 2025
Location: 

Malaysia

Office Location:  Mercu 3, Kuala Lumpur, Malaysia
  1. Assume responsibilities of positively, actively and proactively assisting the Head of Facility and Administration Management department and Deputy Manager in performing his/her duties.
  2. Perform designated duties assisting the HOD and Deputy Manager in managing daily activities to meet SLA of SMBCMY.

KEY RESPONSIBILITIES

 

  1. Off-site Storage Administration – Main Function
  • Administration of lodgement, retrieval, and archive
  • Timely review of the register and ensure record is updated
  • Requisition and supply of consumables

 

  1. Receptionist - Function Support
  • Managing incoming and outgoing calls via Operators, transferring calls to the correct recipients, taking messages and forwarding to the correct recipients whenever required.
  • Reports and trouble-shooting efficiency and/ or technical issues and solutions related to the telephone/ fax lines and/or Video Conferencing systems.
  • Managing customer enquiries and/or redirecting to the correct staff in-charge, and monitoring resolutions and settlement of cases.
  • Timely update and administer the directory of phone extension and staff seating plan.
  • Ensure cleanliness of the meeting rooms, replenishment of stationery, re-arrange of the meeting chairs and ensure all equipment is properly switch off after used.
  • Report to Facility of any defect in the meeting rooms and follows through of all the repairs and rectification works.

 

  1. Important Blank Form – Function Support
  • Administration of lodgement, retrieval and archive   
  • Timely review of the register and ensure record is updated
  • Requisition and supply of consumables
  • Ensure the important blank form is bundled as per bank’s standard

 

  1. Expatriate Accommodation, Car Rental and Administration Support – Function Support
  • Administration on New and Renewal of expatriate accommodation and car rental
  • Process monthly payment for expatriate accommodation and car rental

 

  1. Fax/Email Forwarding Administration – Function Support
  • Process accurately forwarding incoming faxes and emails to the correct recipient.
  • Prepare transaction report related to fax & email forwarding.

 

  1. Corporate Insurance Management – Function Support
  • Administration on renewal of corporate insurance
  • Timely review of the master insurance list and ensure record is updated

 

  1. Office Pantry Administration – Function Support
  • Monitor and replenish pantry inventory with sufficient supplies
  • Invoice payment processing for outsourced service provider
  • Assist to accompany technician during their scheduled service for water dispensers

 

  1. Secured Destruction Administration – Function Support
  • Administration of secured destruction to outsourced service provider
  • Monthly payment processing for outsourced service provider
  • On a request basis, place order for secure tags
  • Monitor outsourced service provider performance according to the SLA

 

  1. Handles the booking of air ticket, VISA arrangement and hotel booking for staff that is travelling on business trips. – Function Support

 

  1. Agreement Lodgement at Document Important Control System upon received from staffs – Function Support

 

  1. Generate monthly Document Inventory Listing and Audit Trail Report for Important Documents – Function Support
  • Check on expiry and inform document owner where applicable

 

  1. Timely process vendor payment and submit to Account Payable unit for processing

 

  1. Maintain confidentiality of Bank and customer information

 

  1. Ensure compliance to Bank’s compliance program and to report any unusual or suspicious transactions.   Ensure all record-keeping and operating practices conform to established rules and procedures.

 

  1. Any other ad-hoc tasks as assigned by the Head of Department and/or superiors as and when required and deemed fit.

 

  1. To relief or cover duties of staff members in the department in his/her absence.

 

  1. To support Bank activities interrupted by emergency/visit

 

  1. Ensure timely escalation to Supervisor/Management in case if any issues

 

AUTHORITY

  1. NIL

 

POSITION SPECIFICATIONS

 

Academic Qualification (Degree / Diploma etc.) / Professional Qualification / Certification

 

  1. University Graduate/Degree holder or Diploma holder in any discipline or with 1 year working experience in related field

 

Working Experience (Years / Type)

 

  1. Min. 1 to 2 year experience in similar field.
  2. Good knowledge of MS Excel & Word.

 

Special Skills Required

 

• Meticulous.

• Good communication, interpersonal skills and team player.

• Good initiative and ability to manage own time.

• Ability to effectively prioritize workload to meet tight deadlines and work objectives.

• Proficiency with Microsoft applications.

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