Critical Operation Administrator

About the role

The Critical Operations Administrator is responsible for providing administrative and operational support to the Critical Operations team to ensure smooth, efficient, and compliant day-to-day operations. This role coordinates documentation control, CMMS administration, customer communications, reporting, procurement tracking, and maintenance support activities while ensuring accuracy, confidentiality, and timely execution of operational processes.

This position directly supports STACK’s commitment to 100% uptime and a concierge-level customer service experience, ensuring controls platforms provide accurate monitoring, reliable automation and actionable insights that reduce operational risk and improve performance.

Essential Functions

Operations

Maintain and manage Critical Operations documentation, records, filing systems, and document version control.

Prepare, compile, and submit monthly customer reports, operational reports, meeting minutes, work orders, and related documentation within required timelines.

Coordinate customer communications including operational circulars, work requests, change controls, planned maintenance notifications, and service updates.

Support CMMS administration activities including work order management, preventive maintenance scheduling, work plans, reporting, and roster uploads.

Assist in tracking procurement activities, purchase requests, budgets, spare parts inventory, and vendor coordination.

Support preventive maintenance programs and ensure proper documentation of maintenance activities.

Assist with operational audits and compliance activities related to ISO9001, ISO14001, ISO45001, and other management systems.

Escalate urgent operational matters to relevant stakeholders and support incident coordination when required.

Liaise with customers, tenants, vendors, and internal stakeholders to support operational requirements and service delivery.

Ensure proper record retention, confidentiality, and accuracy of operational data and reports.

Provide general administrative support to the Critical Operations department as required.

People

Operate in accordance with the STACK values, enabling a cohesive and positive working environment.

Establish and maintain close working relationships with the wider STACK team including the following:

Stakeholders at all levels of the STACK team.

All members of the Critical Operation teams; and

Other remaining stakeholders include JV partners, consortia members, support consultants, contractors and suppliers.

Actively promote team members to maximise their performance and realise their potential through coaching and mentoring.

Actively promote teamwork within the team and business.

Take accountability for driving achievements ensuring the results are in line with STACK business goals.

Foster opens communication channels by keeping people informed of all changes and decisions that affect them, ensuring that all useful or relevant information is promptly and accurately communicated and shared.

Participate in work related team meetings and activities as required.

Competencies

Strong organizational and administrative coordination skills.

Excellent verbal and written communication skills.

Strong attention to detail and accuracy in documentation and reporting.

Effective multitasking and time management abilities.

Ability to work independently with minimal supervision.

Strong problem-solving and coordination capabilities.

Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.

Familiarity with CMMS, work order management systems, and maintenance coordination processes.

Ability to maintain confidentiality and handle sensitive operational information professionally.

Team-oriented mindset with strong interpersonal skills.

Work Environment/Conditions

This is a Monday-Friday position.

Work occurs across data halls, plant rooms, electrical/mechanical spaces and external plant areas; PPE required under site policy.

Participation in emergency response, readiness exercises and incident management activities are required.

Travel Required

No travel required

Required Education and Experience

Diploma in Business Administration, Business Management, Facilities Management, or equivalent.

Minimum 2–3 years of relevant experience in administration, operations coordination, facilities management, or related support functions.

Experience managing documentation, reporting, and operational coordination activities.

Proficiency in Microsoft Office applications and CMMS/work order management systems.

Preferred Education and Experience

Experience supporting critical facilities, data centers, facilities management, or technical operations environments.

Familiarity with ISO management systems and audit coordination processes.

Experience in customer service or tenant liaison support.

Knowledge of preventive maintenance coordination and procurement tracking processes.

Additional Eligibility Requirements

Must be willing to work outside normal business hours, including weekends, late nights, holidays, and on-call support.

Must be comfortable working in a high stress, fast paced environment with shifting priorities

Participation in after-hours will be required.

Work Authorization/Security Clearance Requirements

Legal entitlement to work in Malaysia.

Ability to satisfy pre-employment screening requirements (as applicable), including right-to-work checks, background checks and reference checks.

Ability to meet data centre security requirements including badging, access control and adherence to customer-mandated security protocols.

Security clearance is not required unless specified for a customer-specific facility.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.