Office Administrator/Manager (Maternity Cover)

We are Archetype

Setting the standard for the next generation of global agencies, Archetype partners with category creators and industry leaders to build the world’s most magnetic brands. We are 650 curious and creative individuals in 21 offices around the world that work together knowing that our clients’ success is our success.

Our standards are high, and we work with the best. We encourage curiosity. We celebrate ambition. We value kindness above all else. We are self-motivated storytellers who are unafraid to break new ground with strategic, creative campaigns.

Archetype is committed to setting a standard for other agencies by fostering a diverse, equitable and inclusive workplace. This starts with our employees and carries into our culture and our work. We know that different ideas, backgrounds, and perspectives mean we do the best work and in turn inclusion helps our employees go out in the world to make a difference.

About You

We are looking for a skilled professional to be our Office Administrator/Manager for our KL location. The role ensures the effective day-to-day operation of the office and provides support to the local management team. This individual is the first point of contact for clients and visitors, in addition to managing operational expenditures against the office budget. This role requires a seasoned office professional to make informed and effective decisions with minimal supervision and is familiar with a variety of administrative concepts, practices, and procedures. This individual also demonstrates a wide degree of creativity and relies on experience and judgment to plan and accomplish goals.

What You Do

• In charge of maintenance, mailing, shipping, supplies, equipment, bills, and errands for the office.
• Assist the Managing Consultant in operational expense and any other support.
• Organize and schedule meetings and appointments for management when necessary.
• Organize office operations and procedures, coordinate with the IT department on all office equipment.
• Ensure filing systems are maintained and current as well as monitor procedures for record-keeping. Ensuring staff data is accurate and updated.
• Monitor and maintain office supplies inventory.
• Maintain centralized, accessible, contact information for all facilities vendors and other service providers.
• Resolve general office space or building issues such as plumbing or HVAC problems. Act as the primary communications interface between the property management company and employees.
• Facilitate onboarding of new employees, preparing welcome packs, and creating access for new employees.
• Monitor the office (including the kitchen, reception area and restrooms) to ensure it is neat and clean.
• Arrange & maintain preferred vendor contacts with hotels, car services, travel agents and other travel providers. Make travel arrangements on the behalf of clients, candidates or other visitors as requested in line with travel and expense budgets and procedures.
• Research venues, transportation, accommodations, and menus based on overall meeting requirements. Facilitate communications between the venue and all participants to ensure a successful meeting experience.
• Handle and advise on general health & safety day to day matters including keeping the office up to code. Ensure that annual risk assessments for: fire, general office, are carried out and records kept by an H&S competent person.
• Assist with employee engagement and culture building initiatives throughout the year.
• Any additional tasks as deemed necessary for operational effectiveness of the office.

Why Choose Archetype

• Work with colleagues from 21 offices worldwide
• Access ongoing learning and development
• Join a team that values curiosity, ambition, and kindness

We are Archetype

Setting the standard for the next generation of global agencies, Archetype partners with category creators and industry leaders to build the world’s most magnetic brands. We are 650 curious and creative individuals in 21 offices around the world that work together knowing that our clients’ success is our success.

Our standards are high, and we work with the best. We encourage curiosity. We celebrate ambition. We value kindness above all else. We are self-motivated storytellers who are unafraid to break new ground with strategic, creative campaigns.

Archetype is committed to setting a standard for other agencies by fostering a diverse, equitable and inclusive workplace. This starts with our employees and carries into our culture and our work. We know that different ideas, backgrounds, and perspectives mean we do the best work and in turn inclusion helps our employees go out in the world to make a difference.

About You

We are looking for a skilled professional to be our Office Administrator/Manager for our KL location. The role ensures the effective day-to-day operation of the office and provides support to the local management team. This individual is the first point of contact for clients and visitors, in addition to managing operational expenditures against the office budget. This role requires a seasoned office professional to make informed and effective decisions with minimal supervision and is familiar with a variety of administrative concepts, practices, and procedures. This individual also demonstrates a wide degree of creativity and relies on experience and judgment to plan and accomplish goals.

What You Do

• In charge of maintenance, mailing, shipping, supplies, equipment, bills, and errands for the office.
• Assist the Managing Consultant in operational expense and any other support.
• Organize and schedule meetings and appointments for management when necessary.
• Organize office operations and procedures, coordinate with the IT department on all office equipment.
• Ensure filing systems are maintained and current as well as monitor procedures for record-keeping. Ensuring staff data is accurate and updated.
• Monitor and maintain office supplies inventory.
• Maintain centralized, accessible, contact information for all facilities vendors and other service providers.
• Resolve general office space or building issues such as plumbing or HVAC problems. Act as the primary communications interface between the property management company and employees.
• Facilitate onboarding of new employees, preparing welcome packs, and creating access for new employees.
• Monitor the office (including the kitchen, reception area and restrooms) to ensure it is neat and clean.
• Arrange & maintain preferred vendor contacts with hotels, car services, travel agents and other travel providers. Make travel arrangements on the behalf of clients, candidates or other visitors as requested in line with travel and expense budgets and procedures.
• Research venues, transportation, accommodations, and menus based on overall meeting requirements. Facilitate communications between the venue and all participants to ensure a successful meeting experience.
• Handle and advise on general health & safety day to day matters including keeping the office up to code. Ensure that annual risk assessments for: fire, general office, are carried out and records kept by an H&S competent person.
• Assist with employee engagement and culture building initiatives throughout the year.
• Any additional tasks as deemed necessary for operational effectiveness of the office.

Why Choose Archetype

• Work with colleagues from 21 offices worldwide
• Access ongoing learning and development
• Join a team that values curiosity, ambition, and kindness