Intern - Global Facilities Management & Administration

The Intern Global Facilities Management & Administration based in Malaysia will assist in supporting day-to-day operational tasks, including administrative activities, office management, and coordination with key departments. This role offers an opportunity to gain hands-on experience in managing operational workflows while contributing to ADLs efficiency and smooth functioning across its global operations.

Responsibilities: 

Operational Support and Coordination

• Assist with the coordination of day-to-day administrative tasks to support the smooth functioning of the country office.
• Schedule meetings, arrange travel, and manage office logistics, ensuring efficient time and resource management.
• Collaborate with the central IT department to allocate and manage IT equipment for new employees.

Administrative Tasks and Documentation

• Maintain office supplies and ensure proper functioning of office equipment.
• Prepare, update, and organize operational documents, reports, and records.
• Assist with the onboarding process of new employees, ensuring a smooth integration into ADLs operations.

Event Support and Facilities Management

• Coordinate venue and logistical support for internal events, meetings, and trainings.
• Ensure that all operational service levels (SLAs) are met, contributing to cost-effective and efficient operations.

Project and Process Improvement

• Provide support in preparing business cases and purchase requisitions in the Coupa system.
• Contribute to the analysis of operational efficiency and cost reduction initiatives in the country offices.
• Collaborate with the Senior Executive and operations team to implement process improvements.

Cross-Departmental Collaboration

• Work closely with various departments, including IT, Human Resources, and Operations, to ensure cohesive workflow and timely delivery of tasks.

Education and Experience

• Currently pursuing or recently completed a Diploma or bachelor's degree in business administration, Operations Management, or a related field.
• Prior internship or part-time work experience in office management or administrative roles is an advantage but not mandatory.

Knowledge

• Basic understanding of office management, administrative processes, and operational support functions.
• Knowledge of MS Office tools (Word, Excel, PowerPoint) and email communication platforms.

Skills

• Strong organizational and time-management skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills, with proficiency in English.
• Strong attention to detail and problem-solving abilities.

Abilities

• Ability to work independently and as part of a team in a fast-paced environment.
• Capable of learning new systems and processes quickly, with a proactive approach to completing tasks.
• Adept at handling sensitive information with discretion and professionalism.

Attitudes

• Enthusiastic and motivated to learn about operations and administrative functions in a dynamic workplace.
• Customer-focused with a positive, can-do attitude and a commitment to delivering high-quality work.
• Collaborative and team-oriented, with a strong desire to contribute to the success of the Global Operations team.