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The PositionPosition Summary
Responsible for a range of admin services & solutioning activities and collaborate to ensure functionality of the general office administration. Act as an enabler to the operational efficiency of the relevant functions and departments.
Responsibilities
Support for Head of Department
Manage calendar, prepare document and presentation material, organize travel and meeting, process travel and expenses claims in expense management system and other administrative activities.
Provide support in scheduling leadership team meetings.
Support for Teams
Schedule and support internal and external meetings including team meetings, offsite meetings, and meetings with affiliates and business partners.
Plan and organize company and team events in collaboration with onsite support, vendors, and suppliers as required, such as townhalls, workshops, training, focus group activities, teambuilding, and team celebrations. This includes catering service, ordering and handling caterers on site, event decoration, gifts, registration, logistic setup, space booking, etc.
Create and maintain Admin Site Event Catalogue, embedded in RSS InfoSite, data and dashboard.
Act as myBuy purchase request focal point for purchasing of office materials and services, ensuring purchase order issuance until delivery of items. Participate in yearly blanket PO exercise, ensuring correct PO value for relevant vendors. Create blanket PO for all contingent workers (third party contractors) with hiring managers. Assist with invoice reconciliation and verification and yearly accruals on need basis with Finance.
Prepare and plan visitor programs for incoming visitors & leadership team visits, visitor registration in system (for large groups), prepare welcome slides, and support other logistic needs.
Provide new team member onboarding support on behalf of hiring managers in the aspects of admin-related matters, and help offboarding leavers for office item return, including welcome pack, assign personal locker (based on needs), update distribution lists and other team g-sheet listing, calendar, WhatsApp group, organization chart, and overall familiarization of office admin logistics.
Administer emails and correspondences as required. Prepare and issue letters of invitation (visa) for affiliates. Coordinate dispatch and courier service.
Support with database, team WBS/cost centre info, and organize filing system when the need arises.
Plan and administer team stationeries and other departmental goods.
Act as contact person on behalf of teams to handle general requests such as office moves, setup, location, etc.
Site Support - Office Administration
Provide cover and back-up support in the leave of absence of the other nominated admin buddy, including front-office back-up.
Collaborate to manage end-to-end office administration and ensure office functionality as site admin/floor focal point. Participate in office safety inspections and ensure clean desk practices for teams.
Create and maintain floor distribution list and floor master locker g-sheet listing.
Act as First Aider, Floor Warden, etc. (optional).
Who you are
You possess a bachelor's degree in business administration or professional degree in any field.
Minimum 5 years of relevant working experience.
Proficient in written and spoken business English language.
A strong teammate, high self-motivation, solutions-oriented candidate with a strong customer-centric approach.
Able to work independently with minimum supervision.
Work experience in business services, procurement, event planning, or project management.
Demonstrable track record of managing administrative processes and coordinating events with an emphasis on efficiency and compliance.
Experience with office logistics and creating a productive work environment.
Fluency in SAP or other business operating systems with literacy in either Microsoft or Google suites a plus.
Who we areAt Roche, more than 100,000 people across 100 countries are pushing back the frontiers of healthcare. Working together, we've become one of the world's leading research-focused healthcare groups. Our success is built on innovation, curiosity, and diversity.
The Roche Services & Solutions as well as People Support Solutions organisations located in Kuala Lumpur provide end-to-end business solutions for Finance, Procurement, IT, Communications, People & Culture (Human Resources) and beyond to our Roche colleagues across the APAC region. Today Roche employs altogether around 1100 employees in Malaysia.
Roche is an Equal Opportunity Employer.
About UsWe believe it's urgent to deliver medical solutions right now – even as we develop innovations for the future. We are passionate about transforming patients' lives. We are courageous in both decision and action. And we believe that good business means a better world.
That is why we come to work each day. We commit ourselves to scientific rigor, unassailable ethics, and access to medical innovations for all. We do this today to build a better tomorrow.
We are proud of who we are, what we do, and how we do it. We are many, working as one across functions, across companies, and across the world.#J-18808-Ljbffr