Job Purpose: Ensure general management of office by overseeing operational efficiency, effective communications, and other strategic and tactical planning.Manage Company facilities, including space planning, vendor contracts and relations, office function and services.Serve as primary liaison between company staff and building management, providing information, answering questions, and responding to request.Maintaining an efficient, productive, clean, healthy, and positive office environment for best employee experience. Responsibilities:Coordinate office activities and operations to secure efficiency and compliance to company policies.
Provide general support to visitor. Create wifi login and temporary access card (if required).
Provide general support to new joiner and resigned staff. Printing and activate/deactivate of Staff ID for new joiner & resigned staff. Safe kept all the expired staff card.
Organize, store and print company documents as needed. Printing of company memo/ presentation and attach memo into the notification board.Name card printing, coordinate with printing supplier for name card printing.Maintain Office efficiency. The workplace environment should be always kept professional, clean, and healthy.Office Furniture and equipment Inspections & Maintenance.Creates Pest-Free Work Environment. Appoint professional pest control for regular service.Report and follow up on the wear and tear of the building facilities to the building management, such as centralized aircon, parking bay issue, lift malfunction etc.Purchases of office furniture and other necessary equipment, research new deal and new supplier.Onboarding of new supplier in Ariba, Submit quotation for management approval. Create PO and obtain approval. Follow up on order fulfilment.Track stocks level of office supplies and stationery, avoid interruptions in standard front office procedures.
Ensure sufficient stock level of office supplies including cleansing utensil, coffee machines supplies and stationery.
Check stationery example white board marker, white board eraser. Replace those out of order unit.
Collect expenses invoice such as electricity's bill, cleaning service, Rental etc. Submit bill and invoices for approval (Finance and Business Support manager)
Follow up on payment. Report any delay of billings, Reconcile expense reports.
License application and renewal. for example: MBPJ License. Check and ensure the renewal is on time.
Maintain Supplier and service provider contact list.
Safe kept all the office keys including main door key, utilization room key for both 6th and 7th floor.
Support budgeting and bookkeeping procedures. Prepare regular reports, create, and update records.
Scheduling meetings between employees and clients and manage the meeting room schedule.
Handle queries from managers and employees, assist colleagues whenever necessary.
Knowledge, Skills and Experience:Good command of communication skills, both spoken and writing in English.Good command of general administration and office protocolGood organization skillsStrong communication and interpersonal skillsGood sense of responsibility and teamworkCarefulness at workOpen-minded and strong service mindsetAbility to work independently with little guidance from the Manager. What's In It For You? Elective Benefits: Our programs are tailored to your country to best accommodate your lifestyle.Grow Your Career: Accelerate your path to success (and keep up with the future) with formal programs on leadership and professional development, and many more on-demand courses.Elevate Your Personal Well-Being: Boost your financial, physical, and mental well-being through seminars, events, and our global Life Empowerment Assistance Program.Diversity, Equity & Inclusion: It's not just a phrase to us; valuing every voice is how we succeed. Join us in celebrating our global diversity through inclusive education, meaningful peer-to-peer conversations, and equitable growth and development opportunities.Make the Most of our Global Organization: Network with other new co-workers within your first 30 days through our onboarding program.Connect with Your Community: Participate in internal, peer-led inclusive communities and activities, including business resource groups, local volunteering events, and more environmental and social initiatives.