Office Administrator

Veeco; Penang; Sur place; MYR 33 000 - 60 000; Plein temps

Résumé du poste

Veeco is seeking an Office Administrator (Malaysia) on a 1 year temporary basis to support administrative, facilities, and service coordination for the Malaysia office. You will liaise with vendors, manage registrations, bookings, and office services, while supporting asset verification and reporting.

The role requires a Diploma in Business Administration or related field, 2–3 years of experience, and strong MS Office skills with knowledge of SAP. You will work under the Sr.

Qualifications

• Diploma in Business Administration or a related field.
• 2–3 years of experience in office administration or a similar role.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good communication and interpersonal skills.
• Strong organizational skills with attention to detail.
• Able to work independently and manage multiple tasks.
• Experience with SAP, vendor coordination, or facilities administration is an advantage.

Responsabilités

• Oversee and coordinate renovation work for the Malaysia office, liaising with contractors, vendors, and stakeholders.
• Manage visitor registration, passes, mail, courier services, and office announcements.
• Coordinate meeting room bookings, travel, visas, and hotel reservations.
• Manage office supplies and inventory counts, assist asset verification.
• Coordinate office events and participate in the Fun Committee.
• Create vendor records, obtain quotations, and raise PRs in SAP.
• Coordinate office maintenance services and contracts for facilities.
• Serve as primary contact for facilities and servicing needs.
• Follow up on administrative activities from field service operations.
• Monitor service reports and file according to procedures.
• Register and coordinate warranty, quality, and non-conformity claims.
• Prepare and publish SEA Service Dashboard weekly.
• Perform other admin and coordination duties as assigned.

Connaissances

Communication

Organization

Independent work

Multitasking

Interpersonal skills

Formation

Diploma in Business Administration

Outils

Microsoft Office

SAP

Description du poste

Office Administrator (Malaysia) – 1 year Temp

The Office Administrator provides administrative, facilities, and service coordination support to ensure the smooth operation of the Malaysia office and support key business activities. This role reports to the Sr. Director & Country Mgr SEA.

Responsibilities

• Oversee and coordinate renovation work for the Malaysia office, liaising with contractors, vendors, and relevant stakeholders to support timely completion
• Manage visitor registration, temporary passes, incoming and outgoing mail, courier services, telephone directory updates, and office-wide announcements.
• Coordinate meeting room bookings, catering arrangements, travel bookings, visas, and hotel reservations.
• Manage office supplies, pantry items, stationery, printed materials, and support annual asset verification and inventory counts.
• Coordinate office events and participate actively in the Fun Committee.
• Create and maintain vendor records, obtain supplier quotations, and raise Purchase Requisitions (PRs) in SAP.
• Coordinate office maintenance services and vendor contracts, including office equipment, access cards, security systems, cleaning services, and facility repairs.
• Act as the primary point of contact for office facilities and servicing requirements, including lighting, air-conditioning, repairs, and general workplace support.
• Follow up on administrative activities arising from field service operations, including service reports, invoicing documentation, labor, parts, and expense records to support timely and accurate billing.
• Monitor and ensure service reports are completed, processed, and filed in accordance with company procedures.
• Register and coordinate follow-up actions for warranty, quality, and non-conformity claims arising from field service visits.
• Prepare and publish the SEA Service Dashboard report on a weekly basis.
• Perform other administrative and coordination duties as assigned to support business operations.

Knowledge, Skills & Abilities

• Diploma in Business Administration or a related discipline.
• Minimum 2-3 years of experience in office administration or a similar role.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Good communication and interpersonal skills.
• Strong organizational skills with attention to detail.
• Able to work independently and manage multiple tasks effectively.
• Experience with SAP, vendor coordination, or facilities administration is an advantage