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Front Desk Officer

2 weeks ago

Petaling Jaya, Malaysia Grab Full time

**Job Description**:
**Life at Grab**:

- At Grab, every Grabber is guided by The Grab Way, which spells out our mission, how we believe we can achieve it, and our operating principles - the 4Hs: Heart, Hunger, Honour and Humility. These principles guide and help us make decisions as we work to create economic empowerment for the people of Southeast Asia.

**Get to know the Team**:

- As a member of our GrabFamily, not only will your skillsets be capitalized but you will also develop your untapped potential and be inspired with some of the most amazing minds in the industry. Our team consists of young but experienced individuals who are tenacious and energized by the fact that we exist to make a change - a change that has made a societal impact in Southeast Asia.

**Get to know the Role**:

- To manage the reception services, creating & maintaining a sound office environment through high standard of general office administrative services & support to facilities matters.

**The day-to-day activities**:
**Receptionist role**:

- Welcome guests/ visitors and provide prompt guidance/ support to inquiries in attentive & professional manner. Be responsible for Envoy system Receive / deliver company related mails and documents to employee by hand.

**Facilities Assistant**:

- To ensure all office daily operations smooth including:

- Pantry (stacking of F&B), cleanliness, vending machines and stationery supplies, stock maintenance at all time availability;
- Business cards printing coordination; Monitoring of Housekeeping related activities; Courier services management;
- Communicate to the FM through all incidents and all-important operational issues which require his/her assistance, guidance, and approval;
- Taking facility rounds and raising concerns, follow up and initiate immediate rectification actions to close the issues at soonest as possible;
- Communicate to the FM all incidents issues and pending problems;
- Meeting room management;
- Co-ordinate with for office moves;
- Oversee the upkeep of indoor plants and take necessary action if required;
- Parking-related matters;
- Key management;

**Technical Support**:

- Support in managing the mechanical, electrical, plumbing & all civil maintenance within the facility;
- Responsible for preparation of critical spares list for all installations as per manufacturers recommendations and plan for the inventory where the maintenance is carried out with inhouse teams;
- Implement and oversee the preventive maintenance program to reduce the risk of sudden failures of critical equipment;
- Assist the Lead/Manager to review the maintenance/service practices of M&E Contractors to deliver quality work practices in line with the manufacturer recommendations;
- Maintain the logbooks, checklists and PPM schedules for all M&E installations
- Manage downtime/ breakdowns;
- Arrange for ad-hoc M&E set ups as per the company's requirement from time to time;
- Ensure the contractors follow the house rules at all times and the projects are handled with minimum inconvenience to the company;
- Assume AFM responsibilities if need arises;
- Responsible to handle all Engineering related matters;

**Reporting**:

- Responsible for daily reporting on M&E to the FM Lead;
- Generate service maintenance reports on office equipment;
- Generate inventory and purchasing of spares and consumables;
- Generate downtime and breakdown incident reports.
- Contribute to the Monthly Management Report to FM Lead and other reports as required

**Vendor Management**:

- Vendor real time monitoring of services and periodic reviews and ensure adherence to SLA
- Processing of vendor Invoices

**The must haves**:

- Min 2 years of working experiences in Facilities management
- Natural flair of inter and intra-personal skills, and strong written and verbal communication skills in English, and in Malay as an added advantage. Show good initiative & pro-active attitude to address office related issues
- Proficient with Microsoft office software.
- We are committed to building diverse teams and creating an inclusive workplace that enables all Grabbers to perform at their best, regardless of nationality, ethnicity, religion, age, gender identity or sexual orientation and other attributes that make each Grabber unique.