Administrative Assistant (Malaysia)

This position is for K2 Data Centres, a company under Kuok (Singapore) Limited, based in Johor, Malaysia.

Purpose of the Role:

K2 is seeking an Administrative Assistant to support the data centre in billing and payment duties, office general management duties, and guest/event coordination activities.

Responsibilities

Billing and Payment Support:

• Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
• Maintain meticulous records of all financial transactions related to bills and payments.
• Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
• Enhance the department’s effectiveness by performing various administrative duties and tasks while maintaining confidentiality of all privileged information.
• Perform clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
• Review and maintain records, schedules, and daily attendance of custodians and maintenance staff.
• Generate reports as required.
• Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and professional first impression.
• Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
• Handle office mail, packages, and deliveries with precision and timeliness.
• Assist with facilitating daily work orders/job assignments through work order software to ensure timely completion and report any deficiencies or problems to the Director of Facilities Management.
• Prepare requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases:

• Maintain a well-organized site supplies inventory and reorder items as necessary.
• Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
• Serve as the point of contact for local staff travel bookings and arrangements.

Guest Coordination:

• Coordinate guest visits, including travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.

Event Coordination:

• Provide vital support in organizing formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.

Interpersonal Requirements

• Committed to delivering excellent customer service.
• Calm manner, able to work under pressure.
• Self-motivated, with the ability to work on own initiative.
• Punctual and reliable.
• Good attention to detail.

Skills and Qualifications Requirements

• Min 3 to 5 years of relevant experience.
• High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred.
• Strong organizational skills.
• Excellent interpersonal skills and ability to communicate efficiently both verbally and in written form.
• Familiarity with Microsoft Office Suite.
• Ability to use computer applications effectively.
• Be innovative.