Office Coordinator (Labuan, Malaysia)

Office Coordinator (Labuan, Malaysia)

The Office Coordinator’s job is to supervise the Office Administration scope (building management, facilities, assets, telecommunication procurement, events, finance and generals services) by providing excellent services, practical solutions and proactive support to the stakeholders and employees.

Responsibilities:

• Create and maintain policies and procedures for all Office Administration activities & ensure all Office Administration services are properly carried out as according to the Admin policy.

• Plan, collaborate and supervise team members to ensure all tasks and duties are performed timely and accurately.

• Manage and maintain office space/ facilities, ensuring that it is a conducive working environment, by providing high standards of services at all possible times.

• Manage relationships with landlords, vendors, and all service providers to provide quality and timely service, and to provide effective solutions.

• Manage internal travel desk, and provide the best possible & cost-effective options for any Business Trips / Events.

• Manage day-to-day operations of the facilities (recycling, general repairs, safety etc.)

• Manage and monitor accounts, billings, procurement activities and payments. Collaborate with Finance Department accordingly when needed.

• Manage budget & cash flows for the Company.

• Manage office equipment & inventory, and to provide scheduled repair and maintenance work, as required.

• Collaborate with IT admins to maintain servers, desktops and other equipment.

• Collaborate with HR to plan and execute business trips and Company events.

• Proactively evaluate and recommend cost-saving projects with input from stakeholders, to ensure savings and services are at the expected standards.

• Planning and preparation for Office Administration prevention and recovery plans, ie. inclusive of emergency response plans, needs, and to ensure downtime is minimized.

• Preparation of Office Admin-related reports, analyzing data, and identifying solutions.

Qualifications

• Bachelor’s Degree preferred.

• At least 3 years experience in Office Administration,

• Excellent communication & interpersonal skills with attention to detail.

• Ability to manage, forecast and prioritize multiple projects simultaneously with attention to detail.

• Comfortable being the to-go person for any Office Admin-related matters, people skills are needed.

• Proactive, highly motivated and highly reliable.

• Ability to influence stakeholders, build strong relationships, negotiation skills and credibility with leaders and employees.

• Good business acumen.

• Adaptability to change / fast-paced environment.