Assistant Office Coordinator

HAVI; Kuala Lumpur; Hybrid; MYR 45,000 - 74,000; Full time

Benefits offered by this job

Competitive Salary

Hybrid Work 3/2

Training & Growth

Diversity & Inclusion

Job summary

HAVI TechHUB in Kuala Lumpur is seeking an Assistant Office Coordinator to support daily HUB operations, ensuring a safe, efficient and welcoming environment for all colleagues. You will coordinate HUB activities, logistics, supplier management and events, while providing administrative support with high attention to detail.

Reporting to the Office Manager, you will work with cross-functional teams to maintain smooth operations, manage multiple priorities in a fast-paced setting and foster a

Qualifications

• Proven experience in administrative coordination, facilities, logistics, or a similar role, with basic knowledge of invoice reconciliation.
• Strong organizational, planning, and prioritization skills.
• Excellent interpersonal communication and the ability to adapt messages to different audiences.
• Proactive and solution-oriented mindset with anticipation of needs.
• High attention to detail and ability to maintain confidentiality.
• Fluent in English (oral and written).
• Hybrid working capability and comfort with a fast-paced environment.

Responsibilities

• Coordinate HUB activities, logistics, supplier management and events.
• Provide administrative support with high attention to detail.
• Maintain safe, efficient, and welcoming HUB operations for all employees.
• Report to the Office Manager and collaborate with cross-functional teams.

Skills

Administrative coordination

Facilities management

Logistics

Invoice reconciliation

Organizational skills

Interpersonal communication

Independent & collaborative work

Fleet management (learn)

Tools

MS Outlook

MS Teams

MS Office

Job description

At HAVI, since 1974, we haven't just been in the business of supply chain; we’ve been in the business of reimagining connections between people and the products they love to create a better future.

Joining the TechHUB is an opportunity to be part of the transformation journey towards reimagining the future of Supply Chain Technology!

THE WORK

…the chance to embark on a groundbreaking startup journey set to transform global supply chain results. Here, you’ll have the opportunity to make your mark by innovating, creating and driving revolutionary projects that reshape the tech and supply chain world. As you steer the change needed for the company’s growth, your work will be purposeful, driving value and bringing smiles to everyday life.

THE PEOPLE

…to work with a diverse mix of talent – an exceptional team of experts, trailblazers and problem solvers from around the globe. Together, you’ll seamlessly work across borders to achieve what you seem impossible.

THE ENVIRONMENT

…to thrive in a supportive yet challenging environment where innovation to redefine what’s possible is our commitment. Experience a culture that encourages autonomy, flexibility and empowerment, and embrace a collaborative mindset that prioritizes teamwork and experimentation – essential for shaping the future of Supply Chain Technology!

About The Role

We are looking for a Assistant Office Coordinator to join our TechHUB in Kuala Lumpur!

The Assistant Office Coordinator is responsible for ensuring the smooth daily operations of the HUB, maintaining a safe, efficient, and welcoming environment for all employees. The role involves coordinating HUB activities, logistics, supplier management, and events, as well as providing administrative support with high attention to detail.

Reporting to the Office Manager, who reports directly to the CIO / Managing Director, this position has visibility and impact within the company’s leadership and plays a key role in creating a positive experience for all colleagues using the HUB.

The Skills

• Proven experience in administrative coordination, facilities, logistics, or a similar role, with basic knowledge of invoice reconciliation.
• Strong organizational, planning, and prioritization skills.
• Excellent interpersonal communication and the ability to adapt messages to different audiences (from maintenance staff to directors and clients).
• Proactive and solution-oriented mindset, with the ability to anticipate needs and act without waiting for requests.
• High attention to detail and commitment to quality.
• Ability to work independently and collaboratively in a team.
• Fluent in English (oral and written).
• Proficiency in digital tools, including MS Outlook and Teams, MS Office.
• Knowledge of fleet management (or willingness to learn).
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality when handling sensitive information.
• Active listening skills and empathy to understand needs.
• Attitude of finding solutions, “everything is possible” mindset, with willingness to learn and improve. (Positive, can-do attitude with a willingness to learn and continuously improve.)
• Ability to say “no” gracefully and when necessary, maintaining professionalism.
• Positive, collaborative spirit, with initiative and accountability.
• OSH Certification is a plus

The Benefits

• The People! The Work! The Environment!
• Competitive Salary: we offer a salary that reflects your experience, and expertise
• Work-Life Balance: Hybrid Working — 3 days in office, 2 days from home
• Professional Growth: access to ongoing training.
• Inclusive Environment: we prioritize diversity and inclusion, ensuring everyone feels welcome and valued.

In return, HAVI TechHUB asks…

BE ADAPTABLE

…and swifty adjust to new challenges, diverse mindsets and disruptive approaches as you navigate the ever-evolving supply chain technology landscape.

BE A SOLUTION SEEKER

…and embrace challenges creatively, think critically and drive positive change in supply chain technology.

BE DRIVEN

…and demonstrate initiative and accountability in pursuing innovative solutions and strategies to shape the future of supply chain technology.

Equal Opportunity Employer: HAVI TechHUB is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, disability, age, parenthood, pregnancy or any other basis protected by applicable law, and will not be discriminated against.