Office Administrator

Veeco Instruments Inc.; Penang; On-site; MYR 36,000 - 47,000; Full time

Job summary

Veeco Instruments Inc. Malaysia office seeks an Office Administrator (1 year Temp) to deliver administrative, facilities, and service coordination to keep the site running smoothly.

Responsibilities include coordinating renovations, visitor management, meeting room bookings, travel, office supplies, asset verification, vendor records, and SAP-based purchasing. The role requires a Diploma in Business Administration, 2–3 years’ experience, and strong communication and organizational skills.

Qualifications

• Diploma in Business Administration or related discipline.
• 2–3 years of experience in office administration or similar role.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Strong communication and interpersonal skills.
• Excellent organizational skills with attention to detail.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Oversee and coordinate renovation work for the Malaysia office, liaising with contractors and vendors.
• Manage visitor registration, temporary passes, mail, courier services and office-wide announcements.
• Coordinate meeting room bookings, travel bookings, visas, and hotel reservations.
• Manage office supplies and assets, support annual inventory counts, and SAP-based purchasing.
• Coordinate office maintenance services and vendor contracts including security and repairs.
• Prepare and publish weekly SEA Service Dashboard and assist with related administration.

Skills

Microsoft Office

Communication

Organizational skills

Independent working

Education

Diploma in Business Administration

Tools

SAP

Job description

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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