Office Administrator Job in Malaysia

  Role Summary Support Director Finance - BBS APAC and Senior Director, Finance Operations in administration and operations requirements. Ma...

 Role Summary

  • Support Director Finance - BBS APAC and Senior Director, Finance Operations in administration and operations requirements.
  • Management of the overall centre’s operational and administrative requirements.
  • Focal point in interacting and collaborating with internal and external customers.
  • Support in the overall centre’s employee engagement and communication initiatives.

Main Responsibilities

1) Local Administration

  • Manage centre’s administrative tasks :
    • Managing mails and courier requirement for the centre.
    • ID badge cards activation and deactivation process, including centre security arrangement for visitors.
    • Managing visa letters and accommodation for foreign employees as required.
    • Coordinating Fixed Assets (FA) tags printing and distribution.
  • To engage and receive external visitor coming to the centre.
  • Pro-actively evaluate staff amenities for the centre and recommend improvements.

  • Provide support to Senior Director- BBS APAC and Senior Director, Finance Operations for submission of expense claims, business travel preparation, external meeting / appointment management, preparing power point slides and for any administrative matters as and when required.

2) Procure to Pay Backoffice

  • Purchase order and invoice approvals for centre utilities and supplies.
  • Work with relevant requestors to ensure appropriate vendors are selected for the centre services.
  • Manage the centre Purchase Requisitions, submit on the relevant Procurement system, providing the appropriate supporting documentation.
  • Manage goods receipt (GR) creation, invoices accuracy control and support local accounting in the analysis of reviewing accruals for month end close (MEC).
  • Ensuring that relevant data is updated on the local statutory electronic invoice system.
  • Share invoices and payment status information with Vendors upon request.

3) Provide support and backup to the Facilities Manager

  • Prepare/update maintenance schedule for the facility and monitor the adherence to scheduling of required maintenance.
  • Coordinate matters pertaining to the building, including maintenance, repairs coordination and security.

4) Internal Controls Environment

  • Ensure Internal controls and company compliance requirement are met.
  • Support BBS internal and external audits documentation requirements.

5) Support the centre’s employee engagement activities and communication initiatives

  • A permanent member of the Baxter Energizer team.
  • Engage with planning and implementation of activities.
  • Be a communication champion for Centre initiatives.

Job Requirements :

  • Education
    • Bachelors Degree and/or Diploma equivalent qualification.

  • Experience
    • 5 and more years as an Office Manager/ Office Admin role are preferred.
    • Performed job roles as mentioned in this Job Description
    • Proven record of coordinating administrative related activities
    • Skilled communication with internal and external stakeholders
    • Have a positive outlook towards continuous learning.



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Naveed e Seher: Office Administrator Job in Malaysia
Office Administrator Job in Malaysia
Naveed e Seher
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