Operations & Office Support Specialist

Vantage Data Centers powers, cools, protects and connects the technology of the world’s well-known hyperscalers, cloud providers and large enterprises. Developing and operating across North America, EMEA and Asia Pacific, Vantage has evolved data center design in innovative ways to deliver dramatic gains in reliability, efficiency and sustainability in flexible environments that can scale as quickly as the market demands.

Key Responsibilities

Operations & Office Support Specialist (Admin) is responsible for providing comprehensive administrative and operational support within the data centre environment. This role ensures smooth daily operations through effective coordination across People & Culture, Procurement, Facilities and Operations functions. The role focuses on administrative management, employee lifecycle support, procurement coordination, inventory control, office logistics and documentation governance.

• Manage daily administrative operations including documentation control, filing systems, report preparation, and data tracking.

• Coordinate meetings, schedules, internal reporting, and operational communications.

• Support onboarding and offboarding processes, including induction scheduling and new joiner coordination.

• Assist in employee engagement activities and general HR administrative support.

• Support attendance tracking, training coordination, and employee records management.

• Raise purchase requisitions and track purchase orders.

• Liaise with vendors and monitor delivery status.

• Ensure timely availability of operational supplies and services.

• Manage inventory of uniforms, PPE, stationery, and office consumables.

• Track stock levels, issuance, replenishment, and usage records.

• Ensure accurate asset and inventory documentation.

• Support facilities management including workspace readiness, housekeeping coordination, and maintenance follow-ups.

• Ensure a clean, organized, and functional working environment.

• Coordinate internal events, meetings, audits, training sessions, and management visits.

• Manage visitor registration, site access, and front desk/ushering duties.

• Ensure professional and secure visitor experience.

• Manage and maintain structured document control systems (electronic and hardcopy).

• Ensure proper version control, accessibility, and regulatory compliance.

• Support audit readiness and documentation availability.

• Prepare weekly and monthly administrative reports and KPI tracking.

• Act as coordination point between Operations, Facilities, Procurement, Finance, and People & Culture teams.

• Perform any other duties assigned by the immediate superior or department head based on operational needs.

Requirements

• Diploma or Degree in Business Administration, Engineering, or a related field.

• Proficient in both spoken and written English and Bahasa Malaysia.

• Good communication and coordination skills with cross-functional teams.

• Strong experience in administrative or office support roles.

• Minimum 2–5 years of experience in administrative functions (preferably in Manufacturing, Data Centre, or IT environments).

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).

• Strong knowledge of administrative processes, documentation control and office coordination.

• Strong organizational skills with attention to detail and ability to manage multiple tasks.  

• Able to work independently in a fast-paced operational environment.

We operate with No Ego and No Arrogance. We work to build each other up and support one another, appreciating each other’s strengths and respecting each other’s weaknesses. We find joy in our work and each other, actively seeking opportunities to inject fun into what we do. Our hard and efficient work is rewarded with an above market total compensation package. We offer a comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations.

Throughout the year, the advantage of being part of the Vantage team is evident with an array of benefits, recognition, training and development, and the knowledge that your contribution adds value to the company and our community.

Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values.

Vantage Data Centers is an Equal Opportunity Employer

Vantage Data Centers does not accept unsolicited resumes from search firm agencies. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Vantage Data Centers.