Administrator

Office General Maintenance, Work Environment & Facility

• Implement the initiative to establish and maintain a quality environment throughout the office.
• Oversee, monitor and track the office environment to ensure premises are maintained in accordance with an established set of guidelines/standards; and take corrective steps to ensure its enforcement.
• Maintain and upkeep office general equipment’s, not limiting to air-conditioning, furniture and fittings, electrical and lightings, ensuring they are in good, safe and working condition.
• Manage vendors, maintenance and upkeep work related to green office, pest control, cleaning services, general amenities to maintain a safe, clean and conducive environment for employees.
• Ensure office general areas such as pantry, kitchenette (utensils, equipment’s), meeting rooms (including projector) in clean and good environment.
• Manage and oversee the office space utilization, renovations and liaison with all relevant parties to plan, manage and coordinate the smooth and timely completion of office renovations / moves related work with minimal disruption to the business. 
• Oversee the overall office security and risk management to provide a safe and secure environment for the office.
• Manage all office related insurance, including subscription, renewal and claims.
• Manage all office cleaning services related, including dealing with cleaning vendors, manage contract cleaners and ensure office environment, washrooms and other office related areas in clean condition.

Building Management 

• Liaise with Building Management related to tenancy, rental, building maintenance, parking space, fire safety and emergency response and building facilities. 

Expatriate Accommodation & Settling In Assistance 

• Engage property agents and oversee and ensure all related arrangement (ie. rental, application of phone or internet line, maintenance of tenancy agreement, etc) for expatriates’ accommodation (house/apartment) are carried out accordingly and timely.
• Arrange moving agent for expatriates’ relocation/ transfers.
• Assist in club membership and facility arrangement.

 
Company Vehicle 

• Manage all office related vehicles, including acquisition, disposal and/or related maintenance and upkeep.

Budgeting and Special Projects

• Achieve related financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analysing variances.
• Complete special projects by organising and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.

​Others

• To carry out any other instructions as and when assigned by superior (ad-hoc issues).

Accountabilities 
The position will be measured against: 

• The achievement of the departmental AOP and personal KPI goals.  

• Ensure compliance with the local legislation, statutory laws and regulations.

• Quality and timeliness of work carried out according to SLA.

• Ensure of all cost effectiveness from any vendors engaged.

Qualifications

• Preferably Degree in Business Administration.
• At least 5 year(s) of working experience in the related field with proven relevant management experience in established organisations with Shared Service function.
• Good written and verbal communication – English and Bahasa Malaysia.
• Good computer knowledge – Microsoft Office applications.
• Knowledge of efficient office administration practices.
• Determination to strive for excellence.
• Innovative and results oriented.
• Strong interpersonal and communication skills.
• Excellent organisational skills, versatile in performing multi tasks.
• Strong negotiation and purchasing skills.
• Develop and maintain good working relationships at all levels.
• Pleasant personality & matured disposition.

• Experience in expatriate relocation and settling in.
• Experience in facility management.
• Experience in Administration and Expatriate management.