The ideal candidate will be able to effectively coordinate meetings and other office events. They should be comfortable answering inbound phone calls, distributing mail to employees and handling outgoing mail. They should also possess a friendly demeanor so they can effectively interact with office visitors and interview candidates.
Responsibilities
- Manage and monitor office supplies and consumables inventory, ensuring timely replenishment.
- Conduct regular stock audits and place orders to maintain sufficient inventory levels.
- Assist in overall office management, including coordination of supplies, facilities, and general administrative support.
- Coordinate staff accommodation arrangements and handle related concerns.
- Monitor and manage utility bills, ensuring timely payments and uninterrupted services.
- Prepare courier and postage documents accurately.
- Track deliveries and follow up on delayed, missing, or returned items. Manage office mail and liaise with Pos Malaysia for courier-related matters.
- Support office license renewals by tracking deadlines and preparing necessary documentation.
- Liaise with relevant authorities on licensing matters.
- Provide hands-on support for daily office operations, including facilities upkeep, safety checks, and meeting room readiness.
- Maintain records for inventory, assets, maintenance logs, and facility-related expenses.
- Support departmental reporting, administrative duties, and other operational tasks.
- Review, update, and streamline departmental SOPs and work procedures to enhance efficiency.
- Draft, edit, and organize documentation, reports, and communications related to process improvements and project updates.
- Support ongoing and urgent projects, including office renovation and training room setup, ensuring proper coordination with vendors and stakeholders.
- Take ownership of assigned tasks and follow through independently with minimal supervision.
Qualifications
- Minimum 2–3 years of experience in office administration, office management, facilities coordination, or a related role.
- Hands-on experience in office operations, including inventory/supplies management, courier handling, and general administrative support.
- Experience in staff accommodation management (rental, utilities, maintenance) is an added advantage.
- Exposure to liaising with external authorities for licensing, submissions, or compliance matters is preferred.
- Possess a valid motorcycle license and own transport (motorbike) as the role may require external coordination and document submission.
- Strong organizational and multitasking skills, with the ability to manage multiple priorities and meet deadlines.
- Proactive, hands-on, and able to work independently with minimal supervision.
- Good communication and interpersonal skills, with the ability to coordinate effectively with internal stakeholders, vendors, and authorities.
- Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook).
- Experience in process improvement, SOP development, or documentation is an added advantage.
- Familiarity with office facilities management, renovation projects, or training room setup is a plus.
