Office Administrator

2 weeks ago


Kuala Lumpur, Malaysia LEGO Full time

**Location**
- Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur, Malaysia

**Job ID**
- 0000014875

**Category**
- Administration, Facilities & Secretarial

Are you willing to thrive and learn in a dynamic environment, where changes are seen as opportunities and a natural part of a growing business?

**Core Responsibilities**:
**Overseeing of Malaysia office Operations including and not limited to**:
- Reception duties, point of contact managing visitors logistic support- Answering of office phone, general enquiries- Courier service; picking up mails from the building mailing room- Liaison with site lead on office audits- Managing and maintaining records of office electrical and water bill claims, office assets and inventory, global & local system for procurement, including equipment, copier (incl. refilling printer papers, ink, servicing), fax machines, door card and key, company computers, chargers, phones and petty cash etc.- Managing office pantry needs, meetings/events, cleaning services, EHS/security, IT follow up, liaison with building management for any facilities related matters, weekly service provider for indoor plant maintenance & other relevant stakeholders- Scheduling of quarterly aircon servicing- Maintaining onsite parking allocations- Coordinating office renovation/enhancements/moves when needed

**Business Support**- Performing & supporting company secretarial duties including maintaining & filing statutory records, office insurance, corporate & business registries, and reports, and ensure the proper keeping of records, and routine filings for internal departments such as Finance, PO&D (HR), procurement etc.- Filing for marketing, sales documents (e.g. credit notes & invoice) for statutory requirement and liaising with relevant stakeholders- Supporting Operations team with business reports generation and master data maintenance- Supporting Trade Marketing team with managing merchandising agency, warehouse marketing materials and relevant adhoc requests- Supporting the BU SMTR Leadership Team with smooth transition for new employees -IT equipment support, issuing access cards etc.- Maintaining Outlook distribution lists and administering access to folders on shared drives- Ordering of IT equipment for office/staff (with support from SG IT Team) - laptops, IT accessories, printers, mobile phones, iPads. Installation of laptops, and managing spare laptop & accessories.- Coordinate and manage schedules, arrange appointments, travel, meetings, conference calls, events etc. for General Manager- Support GM with presentation/communication materials when needed e.g Townhall decks- Reconciling credit card expenses for General Manager- Providing ad hoc support to General Manager BU SMTR as needed

**Events Coordination**- Book venues and catering for offsite LT training and events as required.- Assisting and coordinating employee engagement activities or BU SMTR events such as welcome & farewell meals, BU SMTR Days, team buildings, monthly birthday, festive & anniversary celebrations, regional team visits and other notable team moments- Assisting the expense claims for all office-related team social events & activities that’s paid by the General Manager

**Play your part in our team succeeding**

The Office Admin will ensure that the office and administrative functions of LEGO Malaysia operate at peak efficiency while continually achieving greater levels of performance and guaranteeing excellent internal and external customer service. The Office Admin performs a variety of general administrative functions and clerical duties to support General Manager BU SMTR. Additionally, he/she supports the general business operations with various general administrative support duties and may handle confidential information. The Office Admin will also help support BU SMTR Operations and trade marketing execution for LEGO brand in Malaysia.

**Do you have what it takes?**- Diploma in Office Administration or relevant qualification is preferred- 2-3 years’ experience in any Office Manager / Business / Marketing role or similar is preferred-
- Successfully completed Diploma in Office Administration or equivalent- Adaptability and ability to multi task- Attention to detail and high level of accuracy- Strong communication skills and organizational skills- Initiative and resourcefulness- High level of Integrity- Judgment and problem solving- Teamwork and collaboration- Problem analysis and assessment- Project management- Work and time management

**Nice to have**:
- Knowledge of Power BI an advantage

LI-JY2

**What’s in it for you?**:
**Here are some of what to expect**:
**Family Care Leave** - We offer enhanced paid leave options for those important times.**Insurances** - All colleagues are covered by our life and disability insurance which provides protection and peace of mind.**Wellness** - We want you to be your best self, so you'll have access to the Headspace App and lots of wellbeing initiatives and programm



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