Office Management (Administration & Office Support)
Full time
Company OverviewWuerth IT, a dynamic and growth-oriented organization within the Wuerth Group, is expanding its team in Malaysia. We are looking for dedicated professionals to join our global network, working together to provide seamless support and operational excellence.
Role OverviewThe Office and Administrative Assistant will support the daily operations of the office, focusing on essential tasks that maintain a productive, organized, and positive work environment for employees. This role will provide comprehensive administrative support, handle organizational tasks, and assist management to ensure efficient office functioning.
Key ResponsibilitiesOffice Environment Management : Maintain a well-organized and stocked office by overseeing supplies, coordinating with vendors, and ensuring a clean and welcoming workspace.
Document Handling and Filing : Manage the flow of office documents, ensuring proper filing, digital organization, and distribution to maintain accurate and accessible records.
Communication and Correspondence : Draft, format, and distribute internal communications, and handle routine inquiries from employees, external partners, and HQ as needed.
Meeting and Event Coordination : Organize logistics for meetings and events, including scheduling, room setup, equipment preparation, and supporting company gatherings and employee engagement activities.
Management Support : Prepare presentation materials, organize documents, and assist with report generation to aid management's daily operations and communication needs.
Visitor Arrangements : Handle all arrangements for visitors, including scheduling, hospitality, and providing a professional and welcoming environment.
Point of Contact for External Relations : Coordinate with local authorities, vendors, and external service providers to ensure compliance and maintain effective relationships.
Facility Oversight : Oversee office facilities, report and coordinate repairs or maintenance, and ensure a safe and functional work environment.
Compliance Monitoring : Stay updated on local legal and regulatory changes related to HR and workplace management, communicating relevant updates to the management team.
Support for HR and Financial Tasks : Provide assistance with HR-related administrative tasks, such as scheduling interviews, maintaining basic employee records, and supporting onboarding activities. Assist with basic financial tracking, including data entry for expenses, invoice verification, and routine financial comparisons to ensure accuracy and support financial processes.
QualificationsLanguage Skills : Proficient in English and Bahasa Malaysia to facilitate clear communication with HQ, external stakeholders, and local authorities.
Organizational Talent : Strong organizational skills to manage multiple responsibilities and keep the office running smoothly.
Microsoft Office Proficiency : Skilled in Microsoft Outlook, Word, and PowerPoint for document preparation, scheduling, and communication.
Interpersonal Skills : Effective communication skills with a friendly and professional demeanor for interactions with team members, vendors, and visitors.
Time Management : Strong time management and multitasking abilities to prioritize tasks and handle a variety of responsibilities.
Professional Integrity : High level of discretion and integrity, especially when handling sensitive information.
Attention to Detail : Careful and thorough in reviewing tasks, ensuring accuracy and consistency across responsibilities.
Problem-Solving Ability : Resourceful and proactive, able to handle minor issues independently and find solutions to everyday challenges.
Adaptability : Flexibility to take on new tasks as the role evolves, embracing a dynamic office environment and varied daily tasks.#J-18808-Ljbffr