Administrative Officer

10 hours ago

Kuala Lumpur, Kuala Lumpur, Malaysia MSA Resources Full time 40,000 - 80,000 per year

JOB DESCRIPTION:

This position provides front-desk support reception services and plays a key role in coordinating travel and logistics for all employees. In addition, the role supports the Manager, Corporate Support Services (MCSS) in managing office operations across all company locations (HQ, Southern & Northern), contributing efficient office management, office procurement, events and HSE. The position ensures smooth daily office operations while maintaining professionalism, efficiency and confidentiality.

RESPONSIBILITIES:

Main Duties

1. Reception

  • Serve as the first point of contact to greet and manage visitors and manage enquiries.
  • Handle incoming and outgoing mail, courier services, and deliveries.
  • Ensure the reception and meeting areas are tidy, welcoming and professional.
  • Process employee and visitors access cards, maintain records and coordinate with building
  • management for access-related matters.
  • Handle permit applications with building management for shifting in/out of office items
  • (furniture, equipment and renovation works).

2. Travel & Logistic Coordination

  • Coordinate domestic and international travel for all employees, including flight and ground transportation & hotel.
  • Liaise with vendors and service providers to ensure smooth and cost-effective travel arrangements.
  • Support monitoring of travel bookings, travel claims and documentations.
  • Assist with scheduling and usage of company vehicle, including upkeep of logbooks and
  • fuel card monitoring.
  • Provide travel and logistics support for senior management and shareholders as required.

Supporting Duties:

1. Office & Facilities Support

  • Assist MCSS in office management across HQ, Southern and Northern offices including maintenance, supplies and office facilities.
  • Support management of employee rental houses, ensuring utilities, maintenance and needs are handled smoothly.
  • Help with office procurement and inventory tracking for office assets, uniforms, PPE and branded materials.
  • Liaise with vendors, building management and service providers for office matters.
  • Report maintenance, safety or facility issues to MCSS and follow-up on resolution.

2. Event & Engagement Support

  • Provide support in planning and coordinating internal events, (townhall, teambuilding, staff engagement, festive celebrations).
  • Assist with logistic, vendor coordination and on-site event managements.

3. HSE & Governance Assistance

  • Assist in maintaining office safety documentation, records and signage.
  • Support in arranging safety fire drills, briefings and compliance reporting.

4. Office Equipment Support

  • Provide first-level troubleshooting for office equipment issues (Wifi, printers, phones, access door machines, video conferencing system)
  • Liaise with external vendors for advanced technical issues or service needs.

Office Location: Menara UOA Bangsar, KL

Benefits: Outpatient/Hospitalization, Dental, Optical, Pharmacy, Parking, Phone Allowance, Transport Allowance, Training (HRDF)

Start Date: ASAP

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