Assistant Office Manager

EdgeConneX; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

EdgeConneX in Kuala Lumpur is seeking an organized Assistant Office Manager to keep the KL office running smoothly for employees, contractors and visitors. You will handle front-of-house, supplies, vendors, events and administrative support, and cover for the Office Manager.

This role is full five days onsite at EQ Plaza, Jalan Sultan Ismail, and requires proactive, detail-oriented work with a focus on customer-facing tasks and internal operations.

Qualifications

• 5+ years in office administration, reception, facilities or a similar support role.
• Fluent written and spoken Malaysian and English.
• Strong working knowledge of Microsoft 365 (Outlook, Teams, Excel, Word).
• Proven ability to juggle competing tasks, set priorities and meet deadlines with little supervision.
• Clear, friendly communication with colleagues, vendors and visitors at all levels.
• High discretion with confidential information.

Responsibilities

• Front-of-house and visitors: greet, register, issue badges and enforce access; manage meeting room bookings; handle calls and mail.
• Office operations: order and track supplies; coordinate with service vendors; keep areas clean and presentable; maintain equipment and raise IT tickets.
• Administration and finance support: process POs and invoices; reconcile expenses; maintain records and contacts; assist travel bookings.
• People and events: prepare workstations and welcome packs; support onboarding/offboarding; plan internal events and campus celebrations; assist health and safety duties.
• Cover Office Manager, KL and projects: act as primary contact during absence; support office moves and workplace projects; perform other duties as assigned.

Skills

Multitasking

Prioritization

Communication

Time management

Fluent Malay

Fluent English

Tools

Microsoft 365

Job description

The Assistant Office Manager keeps our Kuala Lumpur (KL) office running day-to-day for employees, contractors and visitors. You will handle front-of-house, supplies, vendors, events and administrative support, and cover for the Office Manager.

This role suits an organized, proactive person who likes variety and takes ownership of the details that make an office work.

This role is full five days onsite, based in EQ Plaza, Jalan Sultan Ismail.

Key responsibilities

_ Front-of-house and visitors _

• Greet and register visitors, contractors and customers; issue badges and enforce site access and security procedures.
• Manage meeting room bookings, set-up and catering.
• Answer and route incoming calls, mail, couriers and deliveries.

_ Office operations _

• Order and track office, kitchen and cleaning supplies within budget.
• Coordinate with cleaning, catering, maintenance and other service vendors; log and follow up on facility issues.
• Keep common areas, kitchens and meeting rooms clean, stocked and presentable.
• Maintain office equipment (printers, AV, access cards) and raise IT tickets when needed.

_ Administration and finance support _

• Process purchase orders and vendor invoices; reconcile office expenses.
• Maintain office records, vendor contracts, asset lists and contact lists.
• Support travel and accommodation bookings for visiting staff.

_ People and events _

• Prepare workstations, equipment and welcome packs for new starters; support onboarding and offboarding logistics.
• Plan and run internal events, team lunches and campus celebrations.
• Support health and safety duties, including first-aid and emergency response (BHV) arrangements.

_ Cover Office Manager, KL and projects _

• Act as primary office contact during Office Manager’s absence
• Support office moves, layout changes and workplace projects.
• Perform other duties as assigned by the Office Manager

Required qualifications

• 5+ years in office administration, reception, facilities or a similar support role.
• Fluent written and spoken Malaysian and English.
• Strong working knowledge of Microsoft 365 (Outlook, Teams, Excel, Word).
• Proven ability to juggle competing tasks, set priorities and meet deadlines with little supervision.
• Clear, friendly communication with colleagues, vendors and visitors at all levels.
• High discretion with confidential information.

Preferred qualifications

• Experience in a data center, technology or multinational environment.
• Experience with purchasing or expense systems (for example, NetSuite) and visitor management tools.
• Event planning experience.

Working conditions

• Fully on-site at the KL Office during standard business hours, with occasional early starts or late finishes for events and deliveries.
• Regular lifting of supplies and deliveries up to 10 kg.
• Must follow site security, access and health and safety rules.
• Ad-hoc support for the Cyberjaya site office , when required.

EdgeConneX believes diversity – of thought, backgrounds and experiences – affects all that we do, from our employees to the solutions we deliver. Our goal is to create an environment in which inclusion through diversity helps deepen the lives and work experience of our employees, enhances our innovation and creativity, and enriches our involvement in our communities. EdgeConneX is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin or ancestry, physical or mental disability, as well as any other category protected by applicable federal, state, or local laws.

EdgeConneX offers a competitive benefits package.

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