Office Administrator

About the Role:

Join our team as an Office Administrator and take charge of ensuring the smooth day-to-day operations of our Brooks Automation Malaysia office. In this dynamic, newly created role, you will be at the heart of managing essential administrative functions, supporting Senior Management, and fostering a well-organized, efficient workspace for all employees.

Your proactive approach and organizational skills will be pivotal in maintaining seamless office operations and contributing to the overall success of our team. This is a unique opportunity to shape office processes and be a key player in our growing company.

Work Location: Onsite – Johor Bahru.

Key Responsibilities:

• Oversee office cleanliness, coordinating with facilities management team for maintenance and repairs for equipment and facilities.
• Schedule meetings and appointments for Senior Management; coordinate booking of meeting rooms and departmental meetings.
• Manage office supplies and place orders as needed.
• Handle correspondence, including emails, calls, and mail.
• Manage employee travel arrangements.
• Prepare and edit reports, presentations, and documents for senior leaders.
• Handle sensitive information and maintain confidentiality.
• Maintain up-to-date records of technical and operations training.
• Develop and manage Smartsheet data for facility operations
• Oversee pantry and office supply inventory, replenishing as required.
• Assist in organizing office events and celebrations.
• Front-desk management; greet visitors and provide client/vendor support.
• Prepare monthly reports related to the above-mentioned responsibilities.
• Any other duties as assigned.

Qualifications & Competencies:

• 3-5 years' experience in a similar role with strong verbal and written communication skills in both English and Malay.
• Confidence and ability to effectively interact with internal and external stakeholder across all levels of the organization
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook), ideally with hands-on experience in Smartsheet (Certification would be highly regarded).
• Excellent organizational and time-management abilities, with a keen eye for detail and accuracy.
• Strong analytical and problem-solving skills, delivering high-quality work with dedication and the willingness to learn new things.
• Ability to work independently, manage tasks efficiently, and complete assignments within given instructions and standard procedures.
• Calm under pressure, meeting deadlines while maintaining a positive attitude and delivering exceptional customer service