Facilities Administrator

7 months ago

Kuala Lumpur, Malaysia Huntsman Full time

Job Description:
Huntsman Global Business Services is now looking for a dynamic individual as a Facilities Administrator.

Facilities Administrator for Huntsman Global and Asia Pacific GBS Hub situated at Petaling Jaya will provide best in class, end to end facilities and administrative services. This role is key to facilitate and enable smooth and efficient running of Hub operations.

Key accountability of this role includes management of purchasing and vendors by coordinating with relevant teams, employee well-being, guests and travel management, safety and compliance, and day to day office management. This role reports to the Facilities and Administrative Manager and will have interactions at all levels at the Hub including the GBS Hub Leader, Human Resources and janitors.

To be successful in this role, the Facilities Administrator will be an effective communicator, pro-active problem-solver, has a passion for people with pleasant demeanor, able to work cross-functionally and as a team, and take pride in creating a vibrant and inclusive work environment.

As a Facilities Administrator you will:
Facilities Operations
- Manage janitors to ensure proper office upkeeps and other activities
- Oversees facilities maintenance and repairs
- Work with Human Resource team to facilitate and support onboarding and offboarding (access cards, workspace, etc.)
- Facilitate and support employee engagement programs
- Manage / facilitate parking space registrations
- Maintain inventory of phone lines including mobile phones
- Manage office consumables - pantry, stationeries, etc.
- Support events management, booking of meeting rooms and venues
- Perform basic troubleshoot and coordinate with Global IT team to resolve IT related issues (e.g., conferencing system)
- Manage reception, calls and couriers

Purchasing and Vendor management
- Monitor and manage critical vendors to ensure service continuity (lease, utilities, etc.)
- Maintain inventory of vendors and contracts within designated system
- Initiate vendor creation and onboarding process by collaborating with Supplier Life Cycle (SLP) team
- Create and accurately code purchasing requisitions in Ariba system
- Facilitate confirmation of goods and service receipts and ensures timely booking in Ariba/SAP.
- Work with Country Accountant to ensure proper accounting - accruals, prepayments, etc.

Guests and Travel Management
- Facilitate and coordinate booking of hotels and transportation for guests
- Maintain filing of travel and expense claims receipts and updating of records
- Manage issuance of corporate credit cards, perform timely reconciliation, follow up and payments

Safety and Compliance
- Participate in Zero Harm programs - safety marshal, first aid
- Takes proactive measures to reduce hazards and risks
- Play key role during emergency evacuation and business continuity plan
- Act as the departments records coordinator in compliance with Corporate Records Management policies and procedures
- Maintain proper records or licenses, permits, and ensure renewals on a timely basis

Other general responsibilities
- Work with Accounting team to ensure inventory and tagging of Facility assets
- Participates and support Hub projects as required
- Maintain proper knowledge management and documentation of Facilities and administrative processes
- Committed for continuous improvement - automation and simplification of processes
- Perform and support other general duties

What skills and experiences are we looking for?

Diploma or Degree in Operations, Business Administration or equivalent with 5 years of working experience

Possess good communication skills, both written and oral

Good negotiation skills

Cross-functional collaboration skills

Multi-tasking and organizational skills

Ability to work and manage a fast-paced environment

Results oriented

Knowledge of SAP/ Ariba process (purchase requisition, goods receipts) is an advantage

IT skills

Communicates tactfully and effectively both verbally and in writing, and maintains effective work relations with those encountered during the course of employment

Flexibility and adaptability to new instructions and/or dynamic organizational priorities is critical for job success

What can we offer?

Huntsman offers unsurpassed opportunities to build a successful future. We are a global specialty chemical company with locations in 30 countries around the world, employing over 9,000 associates. Our diverse portfolio creates a range of career fields including manufacturing, research and development, technical services, sales and marketing, customer service - and the list goes on.

Here, you can make an impact and make a difference. Come join us.

Huntsman is proud to be an equal opportunity workplace and is an affirmative action employer. We provide equal employment opportunities (EEO) to all qualified applicants for employment, without regard to race, color, religion, sex, national origin, disability status, protected veteran st

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