Administrative Assistant (Malaysia)

Job Description

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:

1. Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
2. Maintain meticulous records of all financial transactions related to bills and payments.
3. Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
4. Under general direction from the facilities Operations team, enhance the department’s effectiveness by performing various administrative duties and tasks. Maintain confidentiality of all privileged information.
5. 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.
6. Review and maintain records, schedules, and daily attendance of custodians and maintenance staff.
7. Generate reports as required.
8. Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
9. Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
10. Handle office mail, packages, and deliveries with precision and timeliness.
11. Assist with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
12. Prepare requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases

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

Guest Coordination

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

Event Coordination

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

Job Requirements

Interpersonal Requirements

1. Committed to the delivery of excellent customer service.
2. Calm manner, able to work under pressure.
3. Self-motivated, ability to work on own initiative.
4. Punctual and reliable.
5. Good attention to detail.

Skills Set And Qualifications Requirements

1. Min 3 to 5 years of relevant experience.
2. High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred. Must meet all knowledge, skills, and abilities.
3. Strong organisational skills.
4. Excellent interpersonal skills and ability to communicate efficiently both verbally and in written form.
5. Familiar with Microsoft Office suite.
6. Ability to use computer applications effectively.
7. Be innovative.