Office Services - Administrator

Arup; Balik Pulau; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in the engineering sector seeks a Front Office Coordinator to enhance their operational efficiency in Penang. The ideal candidate will manage front office activities, coordinate travel arrangements and ensure a welcoming experience for all visitors. This role promises a supportive, collaborative environment with numerous opportunities for personal and professional growth.

Benefits

Flexible working hours

Paid maternity leave for 98 days

Paid paternity leave for 7 working days

Birthday leave

Mobile phone allowance

Travel allowance

Purchase Additional leave of up to 20 days (permanent employees)

International mobility opportunities

Qualifications

• Minimum diploma in Hospitality, Tourism Management, or Business Administration.
• Experience with administrative or travel coordination tasks is preferred.

Responsibilities

• Act as the first point of contact for visitors and clients.
• Coordinate corporate travel arrangements, including accommodation and transportation.
• Manage incoming and outgoing mail and dispatch.

Skills

Excellent communication skills

Problem-solving abilities

Proactive attitude

Education

Diploma in Hospitality & Tourism Management

Diploma in Business Administration

Tools

Microsoft Office for Business

Job description

Joining Arup

Arup’s purpose, shared values, and collaborative approach have set us apart for over 75 years, guiding how we shape a better world.

Join our team as a Front Office Coordinator, where you’ll be the first point of contact for all front office activities, ensuring seamless operations within our Office Services Department. You’ll also be instrumental in ensuring that office facilities and client-facing areas run smoothly and efficiently. This role is based in Penang.

The Opportunity

1. Act as the first point of contact for visitors and clients, providing a professional and welcoming experience.
2. Coordinate all corporate travel arrangements, including accommodation, transportation, and travel insurance.
3. Manage incoming and outgoing mail, dispatch, and courier services.
4. Monitor office presentation standards, ensuring meeting and working areas are tidy and well-equipped.
5. Respond to service desk requests and escalate when necessary to resolve issues related to facilities.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas.

You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members, and to the clients and communities we serve.

Is this role right for you?

1. A minimum diploma in Hospitality & Tourism Management, Business Administration, or a relevant field.
2. Proficiency in Microsoft Office for Business and preferably experience with administrative or travel coordination tasks.
3. Excellent communication skills, both written and verbal.
4. Strong problem-solving abilities and a team-oriented mindset.
5. A proactive attitude with the ability to work independently and manage multiple tasks efficiently.

What We Offer You

At Arup, we care about each member’s success, so we can grow together. Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair, and equitable pay, we offer a career in which all of our members can belong, grow, and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities, and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling eligible members to share in the results of our collective efforts.

Please see a list of Arup’s Malaysia benefits below:

• Flexible working hours
• Paid maternity leave for 98 days
• Paid paternity leave for 7 working days
• Birthday leave
• Mobile phone allowance
• Travel allowance
• Purchase Additional leave of up to 20 days (permanent employees)
• International mobility opportunities
• Paid Annual subscription to relevant Professional association.
• Reimbursement of Professional Engineers application and examination fees
• Exam Leave (6 days)
• QP allowance
• Master’s Degree Sponsorship Scheme
• Car allowance for Associates and above.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Arup provides an environment where you will make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

Please apply directly through our applicant tracking system. Shortlisted candidates will be contacted by Talent Acquisition to discuss next steps. Stay safe online – Arup will never ask for your bank details as part of our recruitment process.

Arup does not accept unsolicited resumes from recruiters or employment agencies.