Office Administrator Executive

IDMS Technologies; Seremban; On-site; MYR 100,000 - 150,000; Full time

Job summary

A dynamic SME in Malaysia is seeking an Office Support Coordinator to ensure efficient office and branch operations. Responsibilities include managing facilities, coordinating vendor relationships, handling office supplies, and supporting administrative tasks. The ideal candidate should be proactive, highly organized, and capable of working independently in a fast-paced environment. This role is crucial for creating a positive workplace culture and supporting team needs. A competitive package and growth opportunities are available.

Qualifications

• Proven ability to manage multiple tasks in a fast-paced environment.
• Experience in office administration or facilities management.
• Strong record-keeping and inventory management skills.

Responsibilities

• Coordinate daily office and branch operations.
• Manage facilities, including cleaning and maintenance.
• Liaise with service providers for office-related matters.
• Oversee staff accommodation and vehicle management.
• Handle office purchasing and vendor coordination.
• Monitor office expenses and report for management.
• Support company events and administrative tasks.

Skills

Highly organized

Proactive

Solution-oriented

Strong communication skills

Job description

We are seeking a driven and hands-on Office Support Coordinator who takes ownership and leads by example in a dynamic SME environment. This role is central to ensuring smooth and efficient office and branch operations, spanning office administration, facilities coordination, asset and vehicle management, vendor liaison, and daily operational support. The ideal candidate is proactive, highly organised, and solution‑oriented, with the confidence to work independently, anticipate needs, and support management and internal teams. This position suits someone who enjoys responsibility, thrives in a fast‑paced setting, and plays an active role in creating a well‑structured, efficient, and positive workplace.

Key Responsibilities

• Coordinate and support daily office and branch operations to ensure smooth and efficient workflow.
• Manage office facilities including cleaning, landscaping, maintenance works, inspections, and compliance with safety and facility standards.
• Liaise with building management, landlords, property agents, and service providers on office‑related matters.
• Manage staff accommodation arrangements, including maintenance coordination and routine checks.
• Oversee company vehicles including maintenance scheduling, insurance and road tax renewals, and accident reporting and claims.
• Handle office purchasing and vendor coordination, including quotations, deliveries, invoicing, and supplier follow‑ups.
• Manage uniforms, stationery, pantry supplies, tools, toll and petrol cards, including inventory control and distribution.
• Monitor office expenses and prepare simple monthly usage or cost reports for management review.
• Maintain accurate records of office assets, inventory, and equipment, including periodic stock checks.
• Support branch office setup, relocation, and office space arrangements when required.
• Manage reception duties, welcome visitors, coordinate visit arrangements, and ensure office and common areas are presentable at all times.
• Assist in organizing company events, meetings, and internal activities.
• Provide general administrative and ad‑hoc support as assigned by HOD.