Facilities Administrator

Arup; Balik Pulau; On-site; MYR 40,000 - 60,000; Full time

Job summary

Arup is seeking a proactive Office Services coordinator in Penang to keep our offices running smoothly and safely. You will be the central point of contact for office operations, facilities support, administrative tasks and events coordination, working with internal teams, vendors and stakeholders to resolve issues and improve processes.

This role suits someone who enjoys variety, delivers service excellence, and is confident coordinating with colleagues and visitors in a dynamic office

Qualifications

• Proficiency in Microsoft Office applications and ability to manage administrative tasks, records, communication and reporting accurately.
• Experience in office administration, facilities support, hospitality or travel coordination.
• Strong interpersonal, written and verbal communication skills; ability to collaborate with colleagues, stakeholders and vendors.

Responsibilities

• Act as a central point of contact for day-to-day office operations, coordinating front office, despatch, workspace and administrative activities.
• Manage facilities and service desk requests with IT, facilities, cleaners and vendors; maintain meeting rooms and office amenities.
• Coordinate office events, meetings and travel arrangements including room, equipment, vehicle and accommodation bookings.
• Support health, safety, environment and quality requirements through workstation assessments, safety notices and office audits.
• Provide broader operational support including onboarding/offboarding, workspace allocation, procurement, budgeting and reporting.

Skills

Microsoft Office

Office administration

Travel coordination

Interpersonal communication

Education

Diploma in Hospitality & Tourism or related field

Job description

Arup’s purpose, shared values and collaborative approach have set us apart for 80 years, guiding how we shape a better world

As a key member of Arup’s Office Services team in Penang, you will play an important role in ensuring our office runs smoothly, safely and professionally each day. Acting as a central point of contact for office operations, facilities management, administrative support and events coordination, you will help create a welcoming and efficient workplace for our people and visitors. This role will suit someone who enjoys variety, takes pride in service excellence, and is confident coordinating with internal teams, vendors and stakeholders to resolve issues, improve processes and support the effective day-to-day running of a busy office environment.

The Opportunity

• Act as a central point of contact for day-to-day office operations, coordinating front office, despatch, workspace and administrative activities to ensure an efficient, welcoming and well-functioning workplace.
• Manage facilities and service desk requests, working with IT, Facilities, cleaners, maintenance contractors and other vendors to resolve issues promptly and maintain high standards across meeting rooms, work areas and office amenities.
• Coordinate office events, meetings and corporate travel arrangements, including room and equipment preparation, vehicle and accommodation bookings, and related logistics to support seamless business operations.
• Support health, safety, environment and quality requirements by assisting with workstation assessments, emergency information, safety notices, registers, incident coordination and office audits as required.
• Provide broader operational and administrative support, including onboarding and offboarding coordination, workspace allocation, procurement support, budget and expense monitoring, internal reporting and continuous improvement of office service processes.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.

You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

Is this role right for you?

• Diploma or equivalent qualification in Hospitality and Tourism Management, Business Administration or a related field.
• Proficiency in Microsoft Office applications, with the confidence to manage administrative tasks, records, communication and reporting accurately.
• Relevant experience in office administration, facilities support, hospitality, travel coordination or a similar service-focused environment.
• Strong interpersonal, written and verbal communication skills, with the ability to collaborate professionally with colleagues, stakeholders, vendors and visitors.
• A proactive, accountable and improvement-focused mindset, with the ability to stay organised, support others and maintain a positive approach under pressure.

What We Offer You

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Helen Pakhomov on [e-mail] to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

Stay safe online – Arup will never ask for your bank details as part of our recruitment process.