Office Administrator

Rockwell Automation; Kuala Lumpur; On-site; MYR 54,000 - 84,000; Full time

Benefits offered by this job

Mindfulness program

Volunteer PTO

Volunteer donation matching

Employee Assistance Program

OnTrack wellbeing

Job summary

Rockwell Automation is seeking an experienced Office Administrator to support daily facilities management and serve as the main on-site contact in Malaysia. You will collaborate with the Facilities Manager and Country Sales Managers to keep the office running smoothly.

Responsibilities include vendor management, reception duties, payments, inventory, onboarding/offboarding support, and coordinating IT/HR assistance. The role requires 5 years in office admin and experience in MNCs.

Qualifications

• 5 years experience in Office Administration and Management.
• Experience working in MNCs.
• Excellent Word, PPT and Excel experience.
• Exposure to full employee experience in a busy office environment.
• Experience managing an office in Malaysia.

Responsibilities

• Provide general Office Management for the Malaysia office.
• Be the main point of contact for local office administration and facilities.
• Hybrid role combining Receptionist and Facilities Admin duties.
• Coordinate with vendors for maintenance and office services.
• Process payments and invoices; update finance trackers.
• Assist HR onboarding/offboarding and IT/HR support guidance.

Skills

Office administration

Excel

MS Word

MS PowerPoint

Malaysia office experience

Job description

Rockwell Automation is a global technology leader focused on helping the world’s manufacturers be more productive, sustainable, and agile. With more than 28,000 employees who make the world better every day, we know we have something special. Behind our customers - amazing companies that help feed the world, provide life-saving medicine on a global scale, and focus on clean water and green mobility - our people are energized problem solvers that take pride in how the work we do changes the world for the better.

We welcome all makers, forward thinkers, and problem solvers who are looking for a place to do their best work. And if that’s you we would love to have you join us!

Job Description

The role support daily office facilities management and receptionist role and is critical as the main point of contact for office matters on-site. You will need to work with Facilities Manager and Country Sales Managers on regular basis to manage the office operations and office maintenance upkeep matters.

Your Responsibilities

• Support by providing general Office Management on behalf of the SEA Facilities Manager for Malaysia Office.
• Main PIC Office personnel for local office administration and facilities matters.
• Hybrid responsibilities of being both Receptionist & Office Facilities Admin.
• General upkeep and follow up with vendors regarding the required or adhoc maintenance of the Malaysia office.
• Manage on site cleaning vendors and external vendors for any maintenances or services.
• Complete payments and process invoice.
• Assist SEA FM, with contracts negotiations for any renewal of office service and maintenances
• Work and collaborate with the landlord for any building maintenance or inspection matters
• Handle carpark application and maintain carpark excel list records.
• Manage pantry inventory list and provide stock take and inventory order as and when needed.
• Manage the update of Finance Tracker for Malaysia office to record all facilities/office expense.
• Support pantry activities.
• Ensure filing of facilities related or office documents including invoices and letters in the facilities SharePoint.
• Complete payment of all office-related invoices promptly.
• Work and follow up with payment team to ensure invoices are paid.
• We prefer candidates who have SAP knowledge and OnBase platform knowledge.
• We prefer candidates who are proficient in Excel data entry and excel use.
• Update facilities preventive maintenance plan for Malaysia office.
• Conduct daily inspection of server room and office.
• Assist and provide improvising ideas to office processes as part of office improvements initiative.
• Cover Reception responsibilities which includes sitting at front desk, handling inbound/outbound courier services, answering incoming calls, visitors' management, mail and letter management, maintain clean desk policy at the reception desk.
• Manage quality of reception, ensuring that you man it, e.g., practicing phone, receiving guests, and issuing visitors/contractor badges.
• Be a helpful for employees who need help with IT/HR matters by guiding them to use Workday request and IT ticket submission.
• In charge of managing storage space and important press and main press list.
• Ensure office decorations are up during local cultural festivals.
• Provide basic HR support such as onboarding new joiners with office orientation and support off boarding leavers with exit process, as advised by HR.
• Communicate with Singapore Security team to activate employee's badge by email.
• Update onboarding and offboarding checklist to maintain records of joiners and leavers.
• Coordinate with IT from SG, to assist with IT assets ticket submission and assets retrieval from employees.
• Manage office email distribution list in outlook.

The Essentials - You Will Have

• 5 years relevant experience in Office Administration and Management
• Experience working in MNCs
• Excellent Word, PPT and Excel experience
• Exposure to full employee experience in a busy office environment
• Experience managing an office in Malaysia

The Preferred - You Might Also Have

• Despite this being a Singapore-centric role, experience operating in a Global business would be beneficial
• Experience with office management best practices
• Familiarity with required H&S regulations

What We Offer

Our benefits package includes …

• Comprehensive mindfulness programs with a premium membership to Calm
• Volunteer Paid Time off available after 6 months of employment for eligible employees
• Company volunteer and donation matching program – Your volunteer hours or personal cash donations to an eligible charity can be matched with a charitable donation.
• Employee Assistance Program
• Personalized wellbeing programs through our OnTrack program
• On-demand digital course library for professional development
• and other local benefits!

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