Regional Office Administrator

Job Description

We currently have a vacancy for a Regional Office Administrator that will be based in our KL office. You will provide a range of administrative and office management support to the regional business leaders for assigned countries across APAC. This role requires you to proactively manage the offices day-to-day operations to ensure the smooth running of business operations. You will be the point of contact for all admin-related matters for the KL office and assigned countries.

If you are friendly and personable, thrive in a fast-paced environment and can work well under pressure while maintaining a high level of attention to detail, we look forward to receiving your application.

This is what you will do in this role:

• Schedule and coordinate with external vendors on repair/maintenance work on office premises
• Contract renewal and negotiation with service providers, e.g. office rental lease, couriers, travel agencies, cleaning, plant rental, pest control, door access system etc.
• Work with the IT team to ensure that all IT equipment is working effectively in the office
• Actively work with the landlord/building management to resolve any issues
• Ensure office safety compliance with regulations set by the building management/landlord and local authorities
• Continually aim to improve the office environment
• Provide timely support for international and domestic travel arrangements for employees in assigned countries
• Organize, plan and execute company events, townhalls, workshops, teambuilding across APAC
• Management of office facilities, stationery, pantry supplies and general upkeep
• Receptionist duties and contact point for all post and courier services
• Maintain contact information for assigned APAC offices, e.g. building admin security, city service personnel leads, emergency numbers, fire department etc.
• Collaborate with HR and IT on new joiners/leavers set up and handover of IT equipment, e.g. door/building access, business cards, laptop etc.
• Facilitating wet-ink and e-signature from the Directors, if required
• Draft memo/policy related to office management and general administration, if required
• Coordinating corporate gifts for external business partners and employee benefits (e.g. birthday/Christmas vouchers etc.)
• Creation of company letterheads for new APAC entities and maintain existing company letterheads in accordance with Marketing guidelines
• Administer various initiatives when required, e.g. Covid-19 safe management measures, fire warden, first aid box maintenance, office move/renovations etc.)
• Adhoc tasks as assigned by line manager or management

Education and Experience:

• Diploma in Business Administration or a related discipline
• Minimum of 3 years of regional administrative experience
• Excellent in written and verbal English, and one other Asian language is a plus
• Ability to multi-task and maintain composure in stressful situations
• Organised and methodical approach
• Office management experience is a must
• Excellent communication and cross-cultural interpersonal skills
• Proficient in Microsoft Office (Excel, Word and Powerpoint)
• Independent and able to work under minimal supervision

What we offer:

• A competitive and attractive remuneration package
• Group Medical Insurance Coverage
• Dynamic and diverse work environment with international colleagues
• An open-minded and highly motivated team