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Job Overview
We are seeking a proactive and organized Administration Manager to oversee the efficient management of our office and work environment in APAC Region. This role will be responsible for ensuring that our offices are safe, functional, and comfortable, while also managing various administrative tasks related to office operations. The ideal candidate will have excellent organizational skills, a strong ability to multitask, and a bunch of knowledge in the field of facility management, travel and insurances
Key Responsibilities
This Role is based in Kuala Lumpur and will guide and supervise for all our locations in APAC.
Facility Management:
- Manage daily operations and maintenance of office facilities, ensuring a clean, safe, and functional workspace.
- Coordinate with vendors and contractors for repairs, maintenance, and office improvements (e.g., cleaning services, HVAC, security, and landscaping).
- Oversee the management of office equipment and supplies, ensuring they are stocked and well-maintained.
- Monitor and ensure compliance with health and safety regulations, including fire safety, emergency procedures, and workplace safety standards.
- Manage the office layout and space utilization, coordinating with management for any office reconfigurations or expansions.
- Organize and manage office move-in/move-out logistics, including furniture and equipment relocation.
Health- & Safety:
- Monitor and ensure compliance with health and safety regulations, including fire safety, emergency procedures, and workplace safety standards.
Administration:
- Handle general administrative tasks, including office communications, mail distribution, and phone system management.
- Assist in managing office scheduling, booking meeting rooms, and arranging necessary equipment or refreshments.
- Serve as the point of contact for office-related issues, providing solutions to employees and visitors as necessary.
- Manage relationships with service providers and ensure quality service is delivered.
- Handle administrative support related to office supplies procurement, and coordination of company events.
Budget & Reporting:
- Develop and manage the budget for office supplies, facility maintenance, and related operational costs.
- Prepare regular reports on facility management activities, expenses, and inventory levels for senior management. Track and control office expenses, ensuring cost-effective purchasing and efficient use of resources.
Team Collaboration:
- Work closely with HR, IT, GRC and other departments to ensure seamless office operations.
Qualifications
- Proven experience in facility management, office administration, or related fields.
- Strong organizational skills with the ability to handle multiple tasks simultaneously.
- Excellent communication and interpersonal skills to interact with vendors, employees, and management.
- Knowledge of health and safety regulations and best practices.
- Ability to work independently and as part of a team.
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and facility management software (experience with office management tools is a plus).
- Strong problem-solving skills and the ability to adapt to changing priorities.
Education and Experience
- High School Diploma or equivalent (required); Bachelor’s degree in business administration, facilities management, or a related field (preferred).
- 2+ years of experience in facility management, office administration, or related roles.