Admin Assistant jobs in Malaysia

Louis Dreyfus Company is a leading merchant and processor of agricultural goods. Our activities span the entire value chain from farm to fork, across a broad range of business lines, we leverage our global reach and extensive asset network to serve our customers and consumers around the world. Structured as a matrix organization of six geographical regions and ten platforms, Louis Dreyfus Company is active in over 100 countries and employs approximately 18,000 people globally.

Role Summary

We’re looking for a proactive, highly organized Office Admin Coordinator to ensure smooth day-to-day office operations for a team of approximately 50 staff. You’ll oversee front-office services, facilities, vendors, events, and provide administrative support across HR, Finance, and IT coordination.

This role is ideal for someone who thrives in a fast-paced, people-facing environment and enjoys building systems that keep the office running efficiently.

Key Responsibilities:

Office & Front Desk Operations

• Oversee meeting room bookings, office calendars, and shared resources.
• Manage office supplies, pantry stock, stationery, and equipment inventory.
• Ensure both internal staff and external guests are greeted and directed appropriately.
• Liaise with building management and vendors for cleaning, security, maintenance, and repairs.
• Negotiate and manage service agreements, track renewal dates, and performance.
• Sourcing for vendors to provide necessary service or maintenance as required.
• Coordinating with employees and building management on seasonal parking matters.
• Manage access control (cards, visitor passes).
• Assist with office improvement projects, including logistics, permits, and contractor access.
• Conduct regular office checks for safety and operational readiness.
• Conduct quarterly office walkthroughs to identify maintenance or safety issues.

Events & Employee Engagement

• Plan and execute office events (e.g., onboarding days, town halls, festive activities, year-end party).
• Support internal communications (announcements, newsletters, noticeboards).

Compliance & Safety

• Maintain emergency contact lists, first-aid kits, and evacuation procedures.
• Ensure adherence to company policies, PDPA, and workplace safety standards.

Procurement & Finance Admin

• Process invoices and vendor payments.
• Track budgets for office admin operations.
• Maintain accurate documentation and audit-ready records for expenditure and vendor contracts.

HR Support (Admin)

• Coordinate new joiner onboarding (workstation setup - IT, access cards, welcome kits, desk allocation)
• Assist with seating plans

IT Coordination (Admin)

• Liaise with IT for equipment provisioning + inventory stock check

Qualifications & Experience:

• 5+ years of office administration experience background in a fast-paced MNC environment, supporting up to 50 headcounts.
• Strong experience with vendor management, events coordination, and front-office operations.
• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, Word, PowerPoint).
• Excellent written and verbal communication; able to draft clear internal communications.
• Strong organizational skills with attention to detail and ability to multitask.
• Customer-service mindset; calm under pressure and solution-oriented.
• Proven ability to handle confidential and sensitive information with discretion.
• Willingness to learn with positive attitude

Key Competencies (Optional to indicate):

• Operational Excellence: Builds reliable routines, checklists, and SOPs; follows through.
• Stakeholder Management: Confident liaising across departments and with external vendors.
• Ownership & Initiative: Spots issues early and resolves them without handholding.
• Problem Solving: Prioritizes effectively; handles ambiguity with structure.
• Professionalism: Discretion with sensitive information; polished front-office presence.

Additional Information for the job

We provide a dynamic and stimulating international environment, which will stretch and develop your abilities and channel your skills and expertisewith outstanding career development opportunities in one of the largest and most solid private companies in the world.

• Competitive salary and benefits
• Hybrid work available (not applicable to all roles)
• Pension contributions
• Access to Training and Development
• Access to Concierge Partnerships

LDC is driven by a set of shared values and high ethical standards, with diversity and inclusion being part of our DNA. LDC is an equal opportunity employer committed to providing a working environment that embraces and values diversity, equity and inclusion. LDC encourages diversity, supports local communities and environmental initiatives. We encourage people of all backgrounds to apply.

Sustainable value is at the heart of our purpose as a company. We are passionate about creating fair and sustainable value, both for our business and for other value chain stakeholders: our people, our business partners, the communities we touch and the environment around us