Senior Office Executive

Open DC; Bayan Lepas; On-site; MYR 60,000 - 90,000; Full time

Job summary

Open DC in Bayan Lepas, Penang, is seeking a Senior Office Executive to ensure smooth, well-organised day-to-day office operations and to support workplace services across the data centre campus.

You will coordinate facilities, vendors, onboarding, travel, and expense processes, while contributing to a positive workplace experience and regulatory compliance. Mandarin is an added advantage.

Qualifications

• Diploma or Degree in Business Administration, Human Resources, Management or related discipline.
• 2–4 years of relevant experience in office management or business support.
• Strong organisational and coordination skills with attention to detail.

Responsibilities

• Manage day-to-day operations of Bayan Lepas office, facilities, meeting rooms and shared spaces.
• Coordinate office maintenance, utilities and workplace services to ensure a safe environment.
• Manage office vendors, building management and service providers.
• Monitor office expenditure, invoices, staff claims and expense records with Finance.
• Maintain accurate office records, supplier information and administrative documentation.
• Coordinate employee onboarding and offboarding, access, workstations and assets.
• Arrange business travel, meetings, visitors and logistics.
• Support health and safety initiatives and regulatory compliance (MOF, HRD Corp, etc).
• Organise employee engagement activities and office events.
• Be a key contact for employees, suppliers and service providers on office matters.
• Identify opportunities to improve administrative processes and efficiency.
• Support operational projects and other business initiatives.

Skills

Organisational skills

Coordination

Attention to detail

Multitasking

Interpersonal communication

Independent worker

Documentation

Microsoft Office

Google Workspace

Confidentiality

Problem solving

Mandarin (advantage)

Education

Business Administration / HR / Management degree

Tools

Microsoft Office

Google Workspace

Spreadsheet tools

Job description

The Senior Office Executive is responsible for ensuring the smooth, efficient and well-organised day-to-day operation of the Bayan Lepas data centre office. The role manages workplace administration, office facilities, vendor coordination, finance-related administration and employee support, while contributing to a positive and engaging workplace experience.

The position works closely with internal teams, suppliers, building management and external service providers to ensure office operations, administrative processes and workplace services are delivered effectively and in accordance with company requirements.

MAIN ACCOUNTABILITIES:

• Manage the day-to-day operations of the Bayan Lepas office, including office facilities, meeting rooms, pantry, equipment and shared spaces.
• Coordinate office maintenance, repairs, utilities and workplace services to ensure a safe, functional and well-maintained working environment.
• Manage office vendors and service providers, including building management, maintenance contractors, utilities, travel providers and other operational partners.
• Monitor office expenditure, supplier invoices, staff claims, payment documentation and expense records in coordination with the Finance team.
• Maintain accurate and up-to-date office records, supplier information, administrative documentation and operational trackers.
• Coordinate employee onboarding and offboarding requirements, including office access, workstations, welcome packs, company assets and other administrative arrangements.
• Coordinate business travel, meetings, visitors, office logistics and other workplace arrangements as required.
• Support workplace health and safety initiatives, government compliance and regulatory requirements, including MOF certification, HRD Corp accreditation and other relevant statutory documentation.
• Organise and support employee engagement activities, office events, celebrations and workplace initiatives.
• Act as a key point of contact for employees, suppliers, building management and external service providers on office and workplace matters.
• Identify opportunities to improve administrative processes, workplace efficiency and operational effectiveness.
• Support operational projects and other business initiatives as assigned by management.

REQUIREMENTS:

• Diploma or Degree in Business Administration, Human Resources, Management or a related discipline.
• 2–4 years of relevant experience in office management, office administration, workplace operations or business support.
• Strong organisational and coordination skills, with excellent attention to detail and the ability to manage multiple priorities.
• Experience in finance-related administration, including supplier invoices, payment processing, staff claims, expense tracking or operational budgets.
• Hands-on experience coordinating office facilities, vendors, contractors and workplace services.
• Strong interpersonal and communication skills, with the ability to work effectively with employees, management, suppliers and external stakeholders.
• Resourceful, proactive and solutions-oriented, with the ability to work independently and follow through on tasks until completion.
• Strong documentation, filing and record-management skills, with a high level of accuracy and confidentiality.
• Proficient in Microsoft Office, Google Workspace and spreadsheet-based tracking tools.
• Experience supporting employee onboarding, workplace events and employee engagement activities will be an advantage.
• Ability to work in a fast-paced environment and manage multiple operational matters simultaneously.
• Experience working in a communications, marketing, creative agency or similar professional services environment is preferred.
• Able to communicate in Mandarin is an added advantage.