Office Administration & Business Support Executive

The Office Administration & Business Support Executive is responsible for ensuring the smooth day-to-day operation of the Malaysia office while providing administrative and coordination support to the Country Head, Finance and P&O; functions.

The role acts as a key local coordinator for office administration, employee onboarding and engagement activities, vendor management, travel coordination, documentation, payment processing support and compliance with company policies and local requirements. The incumbent will serve as the primary point of contact for office-related matters and support overall business continuity and employee experience.

Office Administration Support

• Ensure the smooth day-to-day operation of the Malaysia office, including facilities management, workplace safety, office access, parking arrangements, office maintenance, cleaning services, and coordination with building management, landlords, and other service providers.
• Manage office assets, supplies, and inventories, including stationery, pantry items, furniture, laptops, mobile phones, IT equipment, and other office resources, while coordinating with regional IT teams and local vendors on technology-related requirements.
• Coordinate domestic and international travel arrangements, visa support, visitor management, and logistics for internal meetings, leadership reviews, town halls, conferences, training programs, employee engagement activities, and other company events.
• Support vendor management and administration activities, including service coordination, event logistics, and ensuring timely delivery of office-related services.
• Maintain office records, documentation, and asset registers, and support internal audits, compliance reviews, and governance requirements as needed.
 

Finance and HR Administration Support

• Support finance administration activities, including purchase requisitions, PO creation, invoice processing, payment documentation, petty cash management, vendor coordination, and tracking of contracts, renewals, and service agreements. Ensure timely processing of payments and maintenance of supporting records for audit and internal control purposes.
• Support employee lifecycle administration, including onboarding and workplace readiness arrangements such as workstation setup, laptops, mobile phones, ID cards, and office access.
• Coordinate employee engagement, wellness, recognition, communication, training, and learning activities, while providing general HR administrative support to the local business and P&O; team.

Function: Administrative
Experience Level: Executive