Office and Facility Administrator

About Agoda

Agoda is an online travel booking platform for accommodations, flights, and more. We build and deploy cutting-edge technology that connects travelers with a global network of 4.7M hotels and holiday properties worldwide, plus flights, activities, and more. Based in Asia and part of Booking Holdings, our 7,100+ employees representing 95+ nationalities in 27 markets foster a work environment rich in diversity, creativity, and collaboration. We innovate through a culture of experimentation and ownership, enhancing the ability for our customers to experience the world.

Our Purpose - Bridging the World Through Travel

We believe travel allows people to enjoy, learn and experience more of the amazing world we live in. It brings individuals and cultures closer together, fostering empathy, understanding and happiness.We are a skillful, driven and diverse team from across the globe, united by a passion to make an impact. Harnessing our innovative technologies and strong partnerships, we aim to make travel easy and rewarding for everyone.

Get to Know our Team:

As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of emerging & fast-growing company that able to contribute and manage day-to-day office administration and operations to ensure amazing Workplace Experience, efficient operation of the Office, Facility and Safety at Agoda KL offices.

In this role, we expect you to:

• Engaged with KL office employees to ensure smooth office operation, continue to strive & maintain the highest standard, safe & amazing place to work.
• Plan, organize and execute office events, projects, operation & activities planning, initiatives to promote employee's engagements, positive office culture, celebration, townhall, CPR/fire evacuation training, annual, social party& etc.
• Be the center point of contact internally & externally as you will be working closely with multiples team & sites, building rapport with building management, vendors, suppliers & contractors.
• Manage & responsible for office accounts which include purchasing whole office supplies within budget, payment/invoice request/ensuring payment is made on time.
• Maintain office supplies inventory, stock tracking, placing orders as necessary, and ensuring optimal stock levels.
• Manage office facilities and liaise with vendors for repairs and maintenance ensuring whole office are in tip top condition & business looking like at all times.
• Oversee procedures to ensure Agoda compliance & SOP.
• Manage securities & cleaners.

In order to be successful in this role, you must have

• MUST have at least 2 years & above in handling office activities/able to build hype, creative in providing good working environment/experience to employees in office & office administration.
• Proven experience in office administration, engagement, or related roles
• Strong ability to multitask, great planning skills to set priorities & able to handle multiple assignment/projects.
• Talented, energetic, results-oriented person who loves working in a fast-paced, multinational environment.
• Exceptional interpersonal skills, attention to details, wise, problem solving, negotiation, listening & etc.
• Great attention to details & ability to meet tight deadlines.
• Excellent communication skills, both oral & written
• Able to work in fast paced environment with 4 agoda values. Move Fast, Take ownership, Be The Best, Experiment & measure with high level of integrity & discretion.
• Face of the office and the company (Professional appearance & well-mannered in all aspect)
• Positive, can-do attitude & passion to change things for better/improve efficiency.
• Ability to work alone & effectively with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion
• Diploma or Degree holder in any field
• Helpful/supportive
• Punctual
• Team player

1. Visitors' management and receptions tasks:

• Manage and ensure reception, rear entrances of the building area & whole office are clean, tidy and projects a business-like image at all times.
• Welcoming employees
• Welcoming new employees prior/1st day at work, delivering badges, headset, and instructions.
• Greet guests at the reception and lead/give correct direction to guests
• Register, prepare, and provide badges to authorized visitors/guests and collect badges after their visit.
• Follow special visits procedures (e.g. authority visits) after completing the Compliance team training.
• Handle inbound and outbound calls. Answer calls with the proper company introduction, provide full assistance and accurate information. Make outgoing calls when needed
• Manage mails & deliveries
• Assist in preparing training materials.
• Assist to apply work permit from building management.
• Print out posters and placing them around the office.

2. Office & Facility management:

• Provide equipment for the office, resources, and facilities to meet employees' needs.
• Handle whole office wear & tear & facility maintenance ensuring everything is always in working & good condition.
• Ensure all office wear & tear and faulty equipment are fixed within 3-5 working days.
• Ensure vendors come for routine service as schedule (i.e. pest control, service air con, hand sanitizer & etc)
• Ensure washroom are stocked with toilet paper & hand soap, notify building management if supply is low.
• Assist with season parking allocation.

3. Office supply & stock management:

• Manage & oversee purchasing and distribution
• Verify purchase orders with invoices before request for payment.
• Manage office & pantry supplies (including headsets, building & agoda access card, lanyard & etc). Place order whenever stock is running low. MUST ensure we have stock at all times.
• Request payment for all purchases to HQ & ensure no late payment
• Forward reports to Payroll teams for deductions in case of company's lost properties

4. Safety management:

• Ensure health and safety requirements in working environment are met.
• Maintaining office security by following safety procedures.
• Conduct regular fire alarm checks organized by the office building's management and perform security checks.
• Ensure all relevant departments are notified via email pertaining routine fire alarms checks, yearly fire evacuation drills & coordination accordingly.

5. Organizing employee engagement activities:

• Plan budgets for events
• Purchase food and beverages / organizing catering.
• Book venue(s) & venue inspection.
• Send out invitation to office employees.

6. Vendor management:

• Arrange & manage cleaners ensuring whole office cleanliness & professional at all times.
• Handle & manage security ensuring staff are adhering office SOP & IT security compliance.
• Review contracts and communicate with Workplace Experience team for translation from local languages to English.
• Control costs by preparing office expenses budget
• Follow up bills/invoices, ensuring timely payment.
• Build rapport with vendors to secure favorable pricing and services.
• Arrange contract renewal whenever necessary.

7. Additional Main Task:

• Arrange & handle all office activities eg: CNY, townhall, monthly birthday celebration & etc
• Assist onboarding of new hires
• Perform ad hoc task/project from managers/site lead

#kualalumpur #2 #LI-CC1

Equal Opportunity Employer

At Agoda, we pride ourselves on being a company represented by people of all different backgrounds and orientations. We prioritize attracting diverse talent and cultivating an inclusive environment that encourages collaboration and innovation. Employment at Agoda is based solely on a person's merit and qualifications. We are committed to providing equal employment opportunity regardless of sex, age, race, color, national origin, religion, marital status, pregnancy, sexual orientation, gender identity, disability, citizenship, veteran or military status, and other legally protected characteristics.

We will keep your application on file so that we can consider you for future vacancies and you can always ask to have your details removed from the file. For more details please read our privacy policy.

To all recruitment agencies: Agoda does not accept third party resumes. Please do not send resumes to our jobs alias, Agoda employees or any other organization location. Agoda is not responsible for any fees related to unsolicited resumes.