Office Administration & Engagement Executive (1 Year Contract) - Kuala Lumpur

Get to Know our Team:

As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of emerging & fast-growing company that able to contribute and manage day-to-day office administration and operations to ensure amazing Workplace Experience, efficient operation of the Office, Facility and Safety at Agoda KL offices.

In this role, we expect you to:

• Engaged with KL office employees to ensure smooth office operation, continue to strive & maintain the highest standard, safe & amazing place to work.
• Plan, organize and execute office events, projects, operation & activities planning, initiatives to promote employee’s engagements, positive office culture, celebration, townhall, CPR/fire evacuation training, annual, social party& etc.
• Be the center point of contact internally & externally as you will be working closely with multiples team & sites, building rapport with building management, vendors, suppliers & contractors.
• Manage & responsible for office accounts which include purchasing whole office supplies within budget, payment/invoice request/ensuring payment is made on time.
• Maintain office supplies inventory, stock tracking, placing orders as necessary, and ensuring optimal stock levels.
• Manage office facilities and liaise with vendors for repairs and maintenance ensuring whole office are in tip top condition & business looking like at all times.
• Oversee procedures to ensure Agoda compliance & SOP.
• Manage securities & cleaners.

In order to be successful in this role, you must have

• MUST have at least 2 years & above in handling office activities/able to build hype, creative in providing good working environment/experience to employees in office & office administration.
• Proven experience in office administration, engagement, or related roles
• Strong ability to multitask, great planning skills to set priorities & able to handle multiple assignment/projects.
• Talented, energetic, results-oriented person who loves working in a fast-paced, multinational environment.
• Exceptional interpersonal skills, attention to details, wise, problem solving, negotiation, listening & etc.
• Great attention to details & ability to meet tight deadlines.
• Excellent communication skills, both oral & written
• Able to work in fast paced environment with 4 agoda values. Move Fast, Take ownership, Be The Best, Experiment & measure with high level of integrity & discretion.
• Face of the office and the company (Professional appearance & well-mannered in all aspect)
• Positive, can-do attitude & passion to change things for better/improve efficiency.
• Ability to work alone & effectively with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion
• Diploma or Degree holder in any field
• Helpful/supportive
• Punctual
• Team player

1. Visitors’ management and receptions tasks:

• Manage and ensure reception, rear entrances of the building area & whole office are clean, tidy and projects a business-like image at all times.
• Welcoming employees
• Welcoming new employees prior/1st day at work, delivering badges, headset, and instructions.
• Greet guests at the reception and lead/give correct direction to guests
• Register, prepare, and provide badges to authorized visitors/guests and collect badges after their visit.
• Follow special visits procedures (e.g. authority visits) after completing the Compliance team training.
• Handle inbound and outbound calls. Answer calls with the proper company introduction, provide full assistance and accurate information. Make outgoing calls when needed
• Manage mails & deliveries
• Assist in preparing training materials.
• Assist to apply work permit from building management.
• Print out posters and placing them around the office.

2. Office & Facility management:

• Provide equipment for the office, resources, and facilities to meet employees’ needs.
• Handle whole office wear & tear & facility maintenance ensuring everything is always in working & good condition.
• Ensure all office wear & tear and faulty equipment are fixed within 3-5 working days.
• Ensure vendors come for routine service as schedule (i.e. pest control, service air con, hand sanitizer & etc)
• Ensure washroom are stocked with toilet paper & hand soap, notify building management if supply is low.
• Assist with season parking allocation.

3. Office supply & stock management:

• Manage & oversee purchasing and distribution
• Verify purchase orders with invoices before request for payment.
• Manage office & pantry supplies (including headsets, building & agoda access card, lanyard & etc). Place order whenever stock is running low. MUST ensure we have stock at all times.
• Request payment for all purchases to HQ & ensure no late payment
• Forward reports to Payroll teams for deductions in case of company’s lost properties

4. Safety management:

• Ensure health and safety requirements in working environment are met.
• Maintaining office security by following safety procedures.
• Conduct regular fire alarm checks organized by the office building’s management and perform security checks.
• Ensure all relevant departments are notified via email pertaining routine fire alarms checks, yearly fire evacuation drills & coordination accordingly.

5. Organizing employee engagement activities:

• Plan budgets for events
• Purchase food and beverages / organizing catering.
• Book venue(s) & venue inspection.
• Send out invitation to office employees.

6. Vendor management:

• Arrange & manage cleaners ensuring whole office cleanliness & professional at all times.
• Handle & manage security ensuring staff are adhering office SOP & IT security compliance.
• Review contracts and communicate with Workplace Experience team for translation from local languages to English.
• Control costs by preparing office expenses budget
• Follow up bills/invoices, ensuring timely payment.
• Build rapport with vendors to secure favorable pricing and services.
• Arrange contract renewal whenever necessary.

7. Additional Main Task:

• Arrange & handle all office activities eg: CNY, townhall, monthly birthday celebration & etc
• Assist onboarding of new hires
• Perform ad hoc task/project from managers/site lead