GBS Office Coordinator

Barry Callebaut Manufacturing Iberica SA.; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading chocolate manufacturer is seeking an Office Coordinator in Petaling Jaya, Malaysia. This role involves overseeing administrative support, managing employee engagement initiatives, and handling document management. The ideal candidate should have at least 3 years of experience and proficiency in Microsoft applications, alongside strong organizational and communication skills. This position requires full on-site presence, working Monday to Friday from 9:00 AM to 6:00 PM.

Qualifications

• Minimum 3 years’ experience in office management or administration.
• Experience in a GBS environment is a plus.
• Excellent English communication skills are required.

Responsibilities

• Oversee administrative support and document management.
• Coordinate employee engagement activities.
• Manage logistics for site-wide events and celebrations.
• Serve as backup to the GBS Office Administrator.

Skills

Microsoft applications

Organizational skills

Event planning

Communication

Education

Diploma/Degree in Office Management or related field

Job description

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are headquartered in Zurich, with more than 12,000 passionate employees working in more than 40 countries worldwide.

About the role

A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. The position supports a well-organized workplace, serves as a backup to the GBS Office Administrator, and collaborates with the Site Lead on office engagement initiatives.

Key Responsibilities

1. Facilities Management

• Liaise with building management as the main point of contact for office premises defect, rectification issues, and day-to-day office management including office security contact.
• Coordinate with external vendors/service providers for office and facilities related issues (e.g., office lights, air‑con, coffee machine, office furniture, copier machine).
• Manage relationships with facility vendors and support office expansion projects.
• Assess office requirements for supplies, equipment, or services and consolidate purchase needs with departments.
• Ensure office equipment, utilities, and facilities are in good working condition.
• Conduct safety checks, coordinate fire drills, and implement emergency response plans.
• Maintain workplace safety compliance and liaise with building management on regulatory requirements.
• Negotiate vendor contracts for cleaning, security, pantry supplies, and office maintenance.
• Monitor office supplies, stationery, pantry items, and equipment.
• Ensure meeting rooms are well equipped and maintained for daily use.
• Update service agreements/expiry dates such as fire extinguishers and water dispensers.

2. Employee Engagement & Experience Initiatives

• Partner with the Site Lead to design and execute employee engagement activities for the site.
• Plan and execute factory and academy experiences for the GBS KL Hub.
• Support internal employee experience programs, including team building activities and wellbeing initiatives.
• Coordinate with vendors for event setup, branding materials, and giveaways.
• Manage logistics for site-wide celebrations and GBS conferences/meetings (invitations, itineraries, catering, transport).
• Ensure effective communication within the GBS and timely dissemination of important updates, policy changes, and key initiatives.
• Manage internal communication channels (e.g., Microsoft Teams, SharePoint).
• Collaborate with the HR team on supporting activities.

3. Document Management

• Assist in document scanning, coding, and filing.
• Manage all incoming local and international couriers and mail, maintaining records of received documents and parcels.
• Create and submit purchase requests; track status and escalated delays when necessary.
• Perform other ad‑hoc duties as required.

4. Backup to GBS Office Administrator

• Provide coverage for the GBS Office Administrator as needed, ensuring smooth front desk operations.
• Assist with visitor management, office coordination, and other administrative tasks.

About you

• Possess at least a Diploma/Degree in Office Management, Administration, Secretarial Science, or related field.
• Minimum 3 years’ experience in office management or administration.
• Competency in Microsoft applications.
• Experience handling office errands, refreshments, and basic administrative tasks.
• Experience in a GBS (Global Business Services) environment is a plus.
• Strong organizational and coordination skills.
• Excellent English communication (verbal & written).
• Experience in event planning and coordination is an added advantage.
• Fully on‑site with no hybrid arrangement; working hours Monday‑Friday, 9:00 AM–6:00 PM.

Diversity & Inclusion

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced, and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential, and feel they belong. #oneBC – Diverse People, Sustainable Growth.