Coordinator 5, Production Global Operations

Western Digital; Bayan Lepas; On-site; MYR 33,480 - 55,800; Full time

Job summary

Western Digital in Penang, Bayan Lepas, is seeking an organized Administrative Assistant to support payments, visitor logistics, meeting room management, event coordination, and reception duties. You will handle confidential documents, collaborate with teams, and use Microsoft Office daily.

Fresh graduates encouraged to apply; Fluency in English and Bahasa Malaysia preferred. This role offers exposure to corporate events, vendor coordination, and front-desk operations in a dynamic tech

Qualifications

• Diploma/degree in business administration, office management or related field.
• Fresh graduates encouraged to apply.
• Fluent in English and Bahasa Malaysia, with strong communication skills.
• Basic knowledge of office processes and documentation.

Responsibilities

• Submit, track, and manage payment requests and process travel/expense claims.
• Coordinate end-to-end logistics for visitors (transportation, hospitality, on-site support).
• Oversee booking and scheduling of meeting rooms for internal/external needs.
• Source and manage quotations for events and office purchases, including vendor coordination.

Skills

Interpersonal communication

Customer service

Multitasking

Detail orientation

Independent worker

Problem solving

Education

Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Claims & Payment Processing

• Submit, track, and manage payment requests, and process travel and expense claims for travel arrangements, event catering, corporate functions, and administrative needs.

Visitor Management

• Coordinate and manage end-to-end logistics for visitors, including transportation arrangements, hospitality support, and on-site assistance to ensure a smooth and professional experience.

Meeting Room Management

• Oversee the booking and scheduling of meeting rooms to ensure availability and readiness for internal teams and external stakeholders.

Quotation & Procurement Coordination

• Source, evaluate, and manage quotations for corporate and employee events, as well as various office-related purchases, ensuring cost effectiveness and timely delivery, with responsibilities including vendor sourcing and logistical planning.

Event Planning & Coordination

• Plan, organize, and execute a range of corporate events—including tenure appreciation ceremonies, company celebrations, CSR activities, and internal or external functions.

Reception Counter Coverage

• Provide reception and front desk support when required, including welcoming visitors, answering incoming calls, handling general inquiries, managing visitor registration, and ensuring smooth reception operations.

Requirements

• Diploma in Business Administration, Office Management, Event Management, Hospitality, Communications, or related fields is required.
• Fresh graduates with relevant internship or administrative experience are encouraged to apply.
• Fluent in both English and Bahasa Malaysia, with strong verbal and written communication skills.
• Basic knowledge of office administration processes, procedures, and documentation.
• Proficiency in additional languages is an added advantage.
• Proficient in Microsoft Office applications, particularly Word and Excel, for tasks such as data entry, document formatting, and basic tracking/reporting.
• Familiarity with IT peripherals and common office software is an advantage.
• Familiarity with AI-powered applications and digital productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar platforms) is an added advantage.
• Strong interpersonal and communication skills, with the ability to interact effectively with employees and stakeholders at all levels of the organization.
• Detail-oriented, proactive, and willing to learn, with the ability to work independently and follow instructions effectively.
• Possesses a pleasant, professional, and customer-service-oriented attitude.
• Able to manage multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced environment.

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