Office Operations Manager (Shah Alam)

Job Summary:

The Operations Manager will oversee and coordinate all operational activities across the company, ensuring the smooth functioning of office administration, facility maintenance, insurance management, and indirect procurement. This role will ensure efficiency, compliance, and cost-effectiveness across retail outlets, the warehouse, and the HQ office.

Key Responsibilities

Office Administration & Facility Management

• Oversee day-to-day office administration and facility operations to ensure smooth functioning across HQ, outlets, and warehouse.
• Coordinate maintenance schedules, repairs, and cleaning services, and ensure timely resolution of facility issues.
• Manage service contracts with vendors (cleaning, maintenance, security, waste management) and ensure timely renewal and compliance.
• Monitor utility usage, building conditions, and overall operational compliance across all locations.
• Ensure all premises maintain high standards of cleanliness, safety, hygiene, and functionality.

Safety, Bomba & Regulatory Compliance

• Ensure all locations comply with safety requirements, including fire safety, emergency routes, and workplace safety standards.
• Coordinate and ensure compliance with Bomba regulations, including yearly inspections, fire extinguisher servicing, and business license renewal.
• Maintain safety documentation, conduct periodic checks, and follow up on corrective actions.
• Support risk assessments and ensure safety procedures are implemented and communicated.

Insurance & Risk Management

• Manage all company insurance policies, including all-risk, general liability, property, and building insurance.
• Ensure timely renewals, premium payments, and documentation accuracy.
• Handle insurance claims from end to end, including incident reporting, liaising with brokers and underwriters, and tracking claim status.
• Advise management on coverage adequacy, risk trends, and compliance requirements.

Procurement

• Oversee all indirect procurement activities to ensure cost efficiency, quality, and timely delivery.
• Source, evaluate, and manage vendors for office supplies, facility maintenance, equipment, and non-production goods/services.
• Negotiate pricing, terms, and contracts to ensure the best value for the company.
• Monitor vendor performance, ensure compliance with procurement policies, and maintain updated vendor records.
• Track procurement budgets, analyze spending, and identify cost-saving opportunities.

Requirements

• Bachelor’s degree in Business Administration, Operations Management, Facility Management, or a related field.
• Minimum 5 years of experience in operations, facilities management, procurement, safety, and Bomba compliance.
• Strong knowledge of insurance management, claims handling, and risk mitigation practices.
• Proven ability to manage vendors, service contracts, and multi-location operations effectively.
• Excellent organizational, coordination, and leadership skills with the ability to prioritize in a fast-paced environment.
• Strong negotiation, communication, and analytical skills, with attention to detail and compliance requirements.