Executive Administration

Ocean Network Express; Shah Alam; On-site; MYR 39,000 - 58,000; Full time

Job summary

Ocean Network Express in Shah Alam, Malaysia, is seeking an Office Administrator to keep the workplace organized and running smoothly. You will oversee general office maintenance, coordinate vendors, manage invoices, and support HR onboarding with a proactive, multi-skilled approach.

The role requires strong English communication, excellent planning, and the ability to multitask in a fast-paced environment.

Qualifications

• Diploma / Degree in Business Management / Business Admin / Hospitality or equivalent
• Fluent in English with good written and spoken skills
• Ability to multi-skill and deliver ad-hoc tasks
• Experience in office administration or facilities management preferred

Responsibilities

• Oversee general office maintenance including equipment, furniture, and lighting.
• Maintain a clean, safe, healthy, and sustainable office environment.
• Prepare and maintain routine reports and handle invoicing records.
• Coordinate couriers, deliveries, and vendor negotiations for non-IT facilities.
• Support HR onboarding and offboarding with office equipment and supplies.
• Greet guests, manage visitor check-in, and maintain office security procedures.

Skills

Interpersonal skills

Communication

Planning

Organizational skills

English proficiency

Google apps

Multitasking

Analytical

Team player

Proactive

Resourceful

Education

Diploma / Degree in Business Management or related

Job description

The primary purpose of this position is to oversee the day-to-day operational and coordination duties that keep a workplace organized, efficient, and running smoothly, plus other tasks that the Management believes are within the abilities of the Job holder that fit with the Company’s strategies as circumstances dictate..

Job Description:

• Oversee general office maintenance including office equipment, furniture, and lightings to ensure all are in working condition always.
• Upkeep the general office area in ensuring a clean, safe, healthy, and sustainable place to work.
• Prepare and maintain routine reports for e-file, audit where required to
• Process, check and maintain invoices records (utilities, telco, copiers)
• Manage couriers and deliveries.
• Negotiate purchase or rental of office equipment (water dispenser, pest control, carpet cleaning, etc) and fittings (other than IT related)
• Source and research vendors for either procurement or contract renewal purposes (office supplies, printing, catering, air-cond, maintenance and/or repairs, etc)
• Maintain an adequate supply of office supplies, F&B and sundries.
• Evaluate Admin vendors periodically to improve overall cost and service.
• Support Team Lead in the coordination and distribution of novelty items.
• Disseminate general information received from building or parking management to the

employees.

• Supervise the work of the outsourced Cleaner.
• Manage mails and filing support.
• Respond to email enquiries
• Coordinate, plan, work with Team Lead and HR on internal office events or activities - including preparation in receiving visitors, recurring daily/weekly/monthly meal plan for breakfast, townhall, etc.
• Work with HR on any onboarding and offboarding process e.g. how to operate the office equipment, handovers, stationeries, lockers, etc.
• Welcoming guests, announcing their arrival, and ensuring they are comfortable while waiting.
• Maintaining office security by following guest check-in procedures and issuing visitor access cards.

Skills / Requirements:

• Good interpersonal, communication, planning and organizational skills.
• Proficient in written and spoken English and Google applications.
• Able to multi-skill and deliver ad-hoc tasks.
• Analytical
• Team Player
• Resourceful
• Proactive

Qualification:

Diploma / Degree (Business Management / Business Admin / Hospitality) or an equivalent combination of education, training, and experience (minimum 2 years)