Office Administrator

1 week ago


Kuala Lumpur, Malaysia Arvato Systems Malaysia Sdn. Bhd. Full time

**Responsibilities**:
Administration
- Responsible for front desk functions and guest reception.
- Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office items are in order.
Arrange company town hall meeting (meeting reminders and food catering arrangement)
- To ensure office is tidy and organized, coordinating pantry area cleaning and organizing.
- Lead office clean-up and organization, develop and maintain good relationship with office cleaner.
Responsible in manage and track the record for company’s asset such as company access card, locker key and etc.
- Comply and adhere to ISMS standard practice for all the admin processes.
- Analyses records and provides management reporting where appropriate (e.g. access card report, incident log case report).
- Ensure to distribute company document to respective departments once received.
- Provide high level operational and administrative support to senior management as needed.
- Assist with additional general office tasks as needed.

Facility Management
- Ensure daily office facility task is operating smoothly
- Dealing with office emergency issues i.e. breaches the safety, security, or usability of facilities
- Ensure office facility is adequately maintain and continue to maintain better
- Able to plan ahead for necessary repairs and replacement of office items, scheduling necessary maintenance that are least likely to disrupt the business operation and employees.
- Sourcing new vendor, negotiate contract with vendor, develop and maintain relationships with vendor.
- Develop and maintain good relationship with landlord facility management team
- Act as a liaison with the building management on any office requirement (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).

Finance
- Assist in processing weekly staff claims
- Responsible for office vendor relationships including building contractors, food catering, pantry items purchasing and etc.
- Prepare internal and external corporate documents for team members and industry partners, including prepare purchase requisition.

**Requirements**:

- Minimum Diploma or above.
- Possess at least 4 years of relevant experience.
- Good command of English.
- Good telephone etiquette and pleasant voice.
- Good interpersonal skills, able to work and communicate effectively with various internal/external parties.
- Strong analytical skills with meticulous, detailed, well-organized and able to work independently to meet deadlines.
- Demonstrate high integrity and sound work ethics.

**Life at Arvato Systems Malaysia**

If you're looking to be creative and at the same time putting on the entrepreneurship hat while working on Technology related work, then you fit right into our culture.

**Top 10 Perks & Benefits on Why You Should Join Us**:

- Yearly Company Trip.
- We promote flexi work arrangements having flexi benefits where employees could enjoy what they see fit.
- Besides Annual Leaves & Sick Leaves, we have other unique paid time-offs such as Birthday Leave & Child Care/Parental Leave.
- We got you covered in terms of insurance alongside with your immediate family members (Spouse & Children only).
- Attractive Employee Referral Program.
- Sponsored meals if you work at the office
- Unlimited coffee refills with state-of-the-art barista coffee machine where you can practice on your preferred choice of latte art.
- Believes in learning and people development with plenty of trainings to upskill your personal growth.
- Plenty of initiatives and interest groups to ensure that not only everyone in the team gels and bond closer together, we put an emphasis on CSR work as well.
- Work is important, but your mental health should always take priority. At Arvato Systems Malaysia, we do everything we can to make sure you lead a healthy and happy life by walking the talk on work-life balance.
**Diversity & Inclusion**:
Arvato Systems Malaysia stands for Equal Employment Opportunity (EEO). We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

**Because IT is in your blood**
With our innovative IT solutions, we support the digital transformation of our customers worldwide. In very different industries - from global trade and the international media industry to the energy and utilities industry. More than 3,000 dedicated employees at more than 25 locations work for us. Our customers particularly appreciate our excellent know-how, our comprehensive technological knowledge and our entrepreneurial spirit. Our employees value our corporate culture based on partnership, state-of-the-art technology and a wide range of challenges. We offer a lot of freedom to be innovative and


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