Office Services Assistant Manager

5 months ago


Kuala Lumpur, Malaysia INSCALE Full time

**Responsibilities**:

- Oversee and managing the office services functions that includes insurances, front desks services, pantry management, mailing services, travel arrangements, contract management, document management, events planning, logistics including customs clearance and other services provided by this section.
- Leading and/or participating in meetings, conduct training/briefings for onboarding activities and provide guidance to the team within office services section.
- Hiring and providing coaching to the office service team, delegating tasks and monitoring the performance of the employee.
- Ensuring the team of office services is operating securely and effectively, preparing and reviewing operational reports and maintaining all policies and procedures of the department.
- Identifying opportunities to improve office services policies, procedures and guidelines.
- Monitor costs and expenses, assist in budget preparation and compiling the department annual budget information.
- Organize and supervise other office services activities such as recycling, event planning, environmental, health & safety activities and etc in collaboration with other departments.
- Ensure operations adhere to policies and regulations, keep abreast with all organizational changes and business developments.
- Manage general insurance coverage (e.g. fire, consequential loss, all risks, mobile equipment, public liability, employer liability, etc) for the company and liaise with respective office services team from other countries in ensuring they have adequate coverage.
- Manage and verify payment voucher for the department and liaise with Finance department on payment that needs to be made to third parties.
- Manage the Health, Safety & Environment training, activities and ensure the workplace are safe and in a good working environment.
- Manage the travel arrangements requests from internal and external clients.
- Perform any other tasks as required by the immediate superior.

**Qualifications**:

- At least a minimum of 5 years experience in Facility or Administration.- Excellent organizational skills and multitasking abilities.
- Good interpersonal skills and ability to communicate effectively in English and Malay
- Professional appearance
- Proficient in the use of computers, including Microsoft Office, booking system software, ERP, and contract management systems.
- Strong communication skills: ability to interact productively with supervisors, peers, and subordinates.
- A ‘can do’ attitude in facing challenges and an analytical mind with problem-solving skills.
- Customer service orientation and team player.

**Education**:


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