Office Administrator

Baxter Healthcare; Kuala Lumpur; On-site; MYR 60,000 - 100,000; Full time

Job summary

Baxter Healthcare Malaysia is seeking an experienced Office Manager to support the day-to-day operations of our Global Business Solutions (GBS) centre in Kuala Lumpur. You will work closely with the Director, Finance - GBS and Senior Director, Finance Operations, serving as a key contact for employees, visitors, vendors and other stakeholders.

Your role covers centre administration, procure-to-pay activities, facilities coordination, internal controls, and employee engagement.

Qualifications

• Bachelor’s degree or diploma or equivalent qualification.
• Preferably 5+ years in an Office Manager/Administration role.
• Strong communication with internal and external stakeholders.
• Experience with procurement, facilities, and compliance tasks.

Responsibilities

• Manage day-to-day centre administration including mail and courier services.
• Coordinate ID badge activation/deactivation and security arrangements for visitors.
• Support visa letters and accommodation for foreign employees as required.
• Coordinate Fixed Asset tag printing and distribution.
• Welcome and assist external visitors to the centre.
• Proactively review staff amenities and identify improvement opportunities.
• Provide admin support to Finance leaders including travel, expenses, meetings and PowerPoint materials.

Skills

Office management

Administrative support

Stakeholder communication

Procurement coordination

Education

Bachelor’s degree or Diploma

Tools

PowerPoint

Procurement system

Invoicing system

Job description

This is whereyour work makes a difference.

At Baxter, we believe every person—regardless of who they are or where they are from—deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond.

Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results.

Here, you will find more than just a job—you will find purpose and pride.

Role Summary:

• In this role, you will play an important part in supporting the day-to-day operations of our Global Business Solutions (GBS) centre. You will work closely with the Director, Finance - GBS and Senior Director, Finance Operations, while serving as a key point of contact for employees, visitors, vendors, and other internal and external stakeholders.
• Your role will cover centre administration, operational support, procure-to-pay activities, facilities coordination, internal controls, and employee engagement. You will have the opportunity to work across different areas of the business and contribute to creating an efficient, well-organized, and engaging workplace for our employees.

What You’ll Be Doing:

Centre Administration

• Manage day-to-day administrative activities for the centre, including mail and courier services.
• Coordinate ID badge activation and deactivation, as well as security arrangements for visitors.
• Support visa letters and accommodation arrangements for foreign employees as required.
• Coordinate Fixed Asset (FA) tag printing and distribution.
• Welcome and assist external visitors to the centre.
• Proactively review staff amenities and recommend opportunities for improvement.
• Provide administrative support to the Director, Finance - GBS and Senior Director, Finance Operations, including expense claims, business travel preparation, external meetings and appointment coordination, PowerPoint presentations, and other administrative matters as required.

Procure-to-Pay Back-Office Support

• Coordinate purchase orders and invoice approvals for centre utilities and supplies.
• Work with relevant requestors to support the selection of appropriate vendors for centre services.
• Manage centre Purchase Requisitions and submit them through the relevant Procurement system with the appropriate supporting documentation.
• Manage Goods Receipt (GR) creation, review invoice accuracy, and support Local Accounting with accrual reviews as part of the Month-End Close (MEC) process.
• Ensure relevant information is updated in the local statutory electronic invoicing system.
• Provide vendors with invoice and payment status information when requested.

Facilities Support

• Provide support and backup to the Facilities Manager.
• Prepare and update facility maintenance schedules and monitor completion of required maintenance activities.
• Coordinate matters relating to the building, including maintenance, repairs, and security.

Internal Controls & Compliance

• Help ensure internal control and company compliance requirements are met.
• Support documentation requirements for Global Business Solutions (GBS) internal and external audits.

Employee Engagement & Communications

• Lead and support the planning and implementation of employee engagement activities.
• Act as a communication champion for centre initiatives and help keep employees informed and engaged.

What You’ll Bring:

Education

• Bachelor’s degree and/or Diploma or equivalent qualification.

Experience & Skills

• Preferably 5 or more years of experience in an Office Manager, Office Administration, or similar role.
• Experience carrying out administrative and operational responsibilities similar to those outlined in this role.
• A proven track record of coordinating administrative activities.
• Strong communication skills and the ability to work effectively with both internal and external stakeholders.
• A positive attitude towards continuous learning and development.

What Makes This Opportunity Interesting:

• This role gives you exposure to a broad range of activities across Global Business Solutions (GBS), from operational and administrative support to facilities, procurement processes, compliance, communications, and employee engagement.
• You’ll be in a position where strong coordination, attention to detail, and stakeholder relationships directly contribute to how effectively the centre operates and to the experience of the employees working within it.

Equal Employment Opportunity

Baxter is an equal opportunity employer. Baxter evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.

Reasonable Accommodations

Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information.

Level 8, 13A and 15, Menara BT, Tower 3, Avenue 7|Bangsar South, No. 8, Jalan Kerinchi|59200 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur|Malaysia