Office Services Executive

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Baker & McKenzie Full time 30,000 - 60,000 per year

Reports to: Operations and Facilities Manager
Description: To assist the Operations and Facilities Manager in carrying out overall office administrative matters, so as to maintain and develop an excellent working environment.

Duties & Responsibilities: 

Primary Responsibilities

  • To maintain office areas, fixtures and fittings.
  • To maintain and purchase office equipment/
  • To ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • To maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • To order office supplies.
  • To arrange food and beverages for meetings and events.
  • To assist with the renewal of service agreements for office items, insurance, and road tax for company vehicles.
  • To maintain and update contact lists
  • To update information to the office Intranet as and when required.
  • To maintain and update new joiners / staff movement information to OMNIS, Staff Directories and Intranet.
  • To maintain and update the office map with staff movement /workstation movement as and when required.
  • To develop and maintain a filing system.
  • To assist with the preparation of reports.
  • To submit and reconcile expense reports
  • To process payments for contractors and suppliers.
  • To process claims for dispatch and driver.
  • To liaise with the building management on matters related to work permit.
  • To apply for abuilding and office access card for new employees.
  • To receive letters, packages etc. and distribute them
  • To book travel arrangements.
  • To cover front desk.
  • To organize travel arrangements for visitors.
  • To keep track and update of Travelers Information.
  • To organize and schedule meetings and appointments.
  • To produce and distribute correspondence memos, letters, faxes and forms.

Additional Responsibilities

  • To develop and update administrative systems to make them more efficient.
  • To resolve administrative problems.
  • To assist with the ad hoc projects when required.

Education:

  • Candidate must possess at least a Diploma, Advanced / Higher /Graduate Diploma in Business Studies / Administration / Management or equivalent.
  • At least 1 year of working experience in related field is required.
  • Good communication and interaction skills
  • Able to work independently as well as in a team.
  • Strong administrative skills, able to multi-task with excellent attention to detail.
  • Proactive, result-oriented, self-reliant and assertive.
  • Possess a positive mindset and able to work in a fast-paced environment.
  • Computer literacy is critical and proficiency in Microsoft Office is a must.

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