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Office Administrator

2 months ago

Kuala Lumpur, Kuala Lumpur, Malaysia Duhani Capital Full time
Job Summary:

The Office Manager will be responsible for ensuring the smooth operation of the office and supporting the management and staff with administrative and operational tasks. This role includes managing office supplies, vendor management, maintaining a pleasant and efficient work environment, and ensuring compliance with company policies and local regulations.

Key Responsibilities:
  • Office Administration:
    • Oversee day-to-day office operations and ensure that all office activities run smoothly.
    • Manage office equipment, office supplies, and place orders when necessary.
    • Handle office maintenance, repairs, and liaise with vendors as needed.
    • Ensure the office environment is clean, organized, and conducive to productivity.
    • Coordinate business travel arrangements and staff relocation, including flights, accommodation, and transportation.
    • Manage office inventory and supplies.
    • Assist in onboarding new employees and ensure their workspace, locker, and access tag are ready.
    • Support employee engagement activities, such as team-building events.
  • Vendor and Supplier Relations:
    • Source and manage relationships with office suppliers and service providers, including cleaning services and IT support.
    • Negotiate contracts with vendors to ensure cost-effective services.
    • Act as the point of contact between staff, management, and external partners.
    • Handle incoming calls, emails, and correspondence in a professional manner.
  • Budget and Finance Management:
    • Manage office budgets, expense reports, and supplier payments.
    • Track and record invoices and coordinate with the finance department for timely payments.
  • Compliance and Safety:
    • Maintain security protocols and manage office access.
    • Ensure compliance with company policies, local regulations, and health and safety requirements.
    • Maintain and update office insurance, business licenses, and other regulatory requirements.
Qualifications:
  • Bachelor's degree in Business Administration or a related field (preferred but not mandatory).
  • Proven experience as an Office Manager or Administrative Assistant.
  • Strong knowledge of office procedures and systems, including filing systems and office software.
  • Excellent communication and organizational skills, with the ability to manage a diverse work environment.
  • Ability to manage multiple priorities and work under pressure.
Key Skills:
  • Organization: Ability to multitask and prioritize tasks effectively.
  • Communication: Strong written and verbal communication skills.
  • Time Management: Ability to meet deadlines and manage time efficiently.
  • Problem-Solving: Ability to resolve office-related issues proactively.
  • Tech-Savvy: Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office management tools.

Benefits include medical insurance, annual holidays package, professional development plans, and gym membership.