Admin Lead, Malaysia

Responsibilities:

Office Operations

Manage daily, weekly and monthly office operations and administrative tasks.

Coordinate recurring orders for office supplies, stationery, pantry supplies, snacks and beverages.

Plan and monitor office and pantry supply requirements based on usage and employee needs.

Ensure supplies are sufficiently stocked and replenished on time.

Maintain proper records of office supplies and pantry consumption where required.

Employee Onboarding & Offboarding

Support the onboarding process for new joiners, including office introduction, office tour and basic office information.

Prepare and coordinate required office access, supplies and assets for new joiners.

Support offboarding by coordinating the collection and return of company assets and office items.

Ensure onboarding and offboarding tasks are completed within the required timeline.

Payment & Expense Management

Prepare and submit payment requests for office-related expenses and vendor invoices.

Verify invoices and supporting documents before payment submission.

Maintain accurate payment and expense records and update the relevant trackers regularly.

Monitor expenses against the approved budget and highlight any potential overspending.

Vendor Management & Procurement

Source and coordinate with local vendors for office-related products and services.

Manage vendor communication, quotations, orders, delivery and service follow-up.

Support procurement activities from quotation comparison to purchase and payment.

Maintain updated vendor information and records.

Follow up on vendor performance and resolve service or delivery issues.

Office Cleanliness & Maintenance

Monitor the cleaner schedule and daily office cleanliness.

Conduct regular checks of meeting rooms, pantry, reception and common areas.

Follow up with cleaners and maintenance vendors to ensure required standards are met.

Identify areas for improvement and proactively implement solutions to maintain office standards.

Keep office maintenance schedules and service records updated.

Event & Employee Activities

Support the planning and execution of office events, employee activities and company programmes.

Coordinate with vendors and internal teams for food, venue, supplies, decorations and other event requirements.

Manage event-related procurement and ensure activities are delivered within the approved budget.

Ad-hoc Employee Support

Handle day-to-day employee requests related to office operations and administrative matters.

Respond to employee enquiries and coordinate with relevant teams or vendors where necessary.

Provide timely support for urgent and ad-hoc office requirements.

Cost Efficiency & Continuous Improvement

Monitor office spending and identify opportunities for cost saving and better utilisation of resources.

Compare vendor pricing and explore alternative products or suppliers when appropriate.

Review recurring office expenses and recommend improvements where necessary.

Proactively identify operational issues and propose practical solutions.

Continuously improve Admin processes, SOPs and office practices to improve efficiency and employee experience.

Key Expectations

Take ownership of assigned tasks from start to completion.

Complete tasks within the agreed timeline without repeated reminders.

Proactively communicate any issues or delays.

Follow established Admin processes and office standards consistently.

Maintain accurate records and documentation.

Be proactive in identifying issues and proposing solutions.

Balance employee experience, operational efficiency and cost control.

Flunecy in Chinese and English for multi-stakedholder management purpose.