Facilities Assistant

Cochlear; Kuala Lumpur; On-site; MYR 28,000 - 47,000; Full time

Job summary

Cochlear Malaysia is seeking a proactive Facilities Assistant to support reception, administration and facilities services at our Kuala Lumpur site. You will be the first point of contact for visitors and staff, helping maintain a welcoming and professional workplace.

Reporting to the Facility Manager, you will coordinate front desk tasks, procurement, vendor coordination and maintenance scheduling, contributing to smooth day-to-day operations at a fast-paced manufacturing and office environment.

Qualifications

• 2-3 years of relevant experience in administration, office support, facilities administration or a similar role.
• Diploma or Professional Certificate in Business Administration, Office Management, Facilities Management or a related discipline.
• Good organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Attention to detail, particularly in maintaining records, invoices and financial documentation.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint and Outlook.

Responsibilities

• Reception & Front Office Management: Manage daily reception activities, welcome visitors, handle calls/enquiries, coordinate visitor access and mail.
• Facilities Administration: Coordinate season parking, access cards, onboarding/offboarding, and facilities service requests.
• Workplace & Facilities Coordination: Schedule cleaning, preventive maintenance, contractor access and permits, and other workplace arrangements.
• Procurement & Invoice Administration: Raise purchase requisitions, follow up on POs, verify invoices, process goods receipts, coordinate with vendors and finance.
• Vendor & Contract Administration: Support supplier onboarding, quotation requests, contract renewals and maintain vendor/license/contract records.
• Financial & Inventory Administration: Administer petty cash, receipts/reconciliations, monitor office supplies and replenishment.
• Documentation & Compliance: Maintain facilities records, trackers, SOPs and compliance docs; support audits.
• Reporting & Process Improvement: Prepare routine reports and drive improvements to administrative processes.

Skills

Microsoft Office

English & Bahasa Malaysia

Organisational Skills

Attention to detail

Time management

Reception management

Education

Diploma or professional certificate in Business Administration / Office Management / Facilities Management

Tools

Excel

Word

PowerPoint

Outlook

Job description

Cochlear's mission is to help people hear and be heard. As the global leader in implantable hearing solutions, Cochlear is dedicated to helping people with moderate to profound hearing loss experience a life full of hearing. We aim to give people the best lifelong hearing experience and access to innovative future technologies. We collaborate with the industry's best clinical, research and support networks. That's why more people choose Cochlear than any other hearing implant company. Learn and grow with us as we tackle the most complex challenges in helping more people to hear and experience life's opportunities.

The Opportunity

We are looking for a proactive, organised and service-oriented Facilities Assistant to support our manufacturing and office facilities at Cochlear Malaysia.

In this role, you will provide reception, administrative and facilities support to ensure the smooth day-to-day operations of our workplace. As the first point of contact for visitors and employees, you will help maintain a welcoming and professional workplace environment.

Reporting to the Facility Manager, you will support a range of activities covering reception services, facilities administration, procurement, vendor coordination and workplace services.

In this role you will be responsible for

• Reception & Front Office Management: Manage daily reception activities, welcome visitors, handle incoming calls and enquiries, coordinate visitor access and manage incoming mail.
• Facilities Administration: Coordinate season parking arrangements, access cards administration, onboarding and offboarding activities, and facilities service requests.
• Workplace & Facilities Coordination: Coordinate cleaning services, schedule preventive maintenance activities, contractor access and permits, and other workplace arrangements. Follow-up on assigned activities and ??
• Procurement & Invoice Administration: Raise purchase requisitions, follow up on purchase orders, verify invoices, process goods receipts and coordinate with vendors, Procurement and Finance to ensure timely processing in accordance with established procedures.
• Vendor & Contract Administration: Support supplier onboarding, quotation requests, contract renewals and maintain accurate vendor, license and contract records.
• Financial & Inventory Administration: Administer Facilities petty cash, maintain supporting receipts and reconciliations, monitor office supplies and coordinate replenishment in accordance with established procedures.
• Documentation & Compliance: Maintain accurate and up-to-date Facilities records, trackers, SOPs and compliance documentation, and provide administrative support for internal and external audits.
• Reporting & Process Improvement: Prepare routine reports and updates within agreed timelines, and support improvements to administrative processes.

Why is this role right for you?

To be successful in this role, you will bring:

• 2-3 years of relevant experience in administration, office support, facilities administration or a similar role.
• A Diploma or Professional Certificate in Business Administration, Office Management, Facilities Management or a related discipline.
• Good organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Attention to detail, particularly in maintaining records, invoices and financial documentation.
• Demonstrated reliability and accountability, with the ability to work independently, provide timely updates and complete assigned tasks within agreed timelines.
• Proficiency in Microsoft Office applications, particularly Excel, Word, Powerpoint and Outlook.
• Good written and verbal communication skills in English and Bahasa Malaysia, with the ability to interact professionally with employees and visitors.
• Willingness to support a variety of administrative and workplace activities, including coordination outside normal working hours when required.

Cochlear Malaysia provides shared services to support Cochlear's global operations. The growing team of professionals in Malaysia provides critical support in areas such as IT infrastructure and applications, development and testing, business intelligence development and support, procurement, customer service, service and repairs and returned device analysis engineering.