Facilities Administrator

Huntsman Global Business Services is now looking for a dynamic individual as a Facilities Administrator.

The Facilities Administrator for Huntsman Global and Asia Pacific GBS Hub situated at Petaling Jaya will provide best in class, end to end facilities and administrative services. This role is key to facilitate and enable smooth and efficient running of Hub operations.

Key accountabilities of this role include management of purchasing and vendors by coordinating with relevant teams, employee well-being, guests and travel management, safety and compliance, and day to day office management. This role reports to the Facilities and Administrative Manager and will have interactions at all levels at the Hub including the GBS Hub Leader, Human Resources, and janitors.

To be successful in this role, the Facilities Administrator will be an effective communicator, pro-active problem-solver, has a passion for people with a pleasant demeanor, able to work cross-functionally and as a team, and take pride in creating a vibrant and inclusive work environment.

The ideal candidate will be located in Kuala Lumpur, Malaysia.

As a Facilities Administrator you will:

1. Facilities Operations
   Manage janitors to ensure proper office upkeep and other activities
   Oversee facilities maintenance and repairs
   Work with the Human Resource team to facilitate and support onboarding and offboarding (access cards, workspace, etc.)
   Facilitate and support employee engagement programs
   Manage/facilitate parking space registrations
   Maintain inventory of phone lines including mobile phones
   Manage office consumables – pantry, stationeries, etc.
   Support events management, booking of meeting rooms and venues
   Perform basic troubleshoot and coordinate with Global IT team to resolve IT related issues (e.g., conferencing system)
   Manage reception, calls and couriers
2. Purchasing and Vendor Management
   Monitor and manage critical vendors to ensure service continuity (lease, utilities, etc.)
   Maintain inventory of vendors and contracts within designated system
   Initiate vendor creation and onboarding process by collaborating with Supplier Life Cycle (SLP) team
   Create and accurately code purchasing requisitions in Ariba system
   Facilitate confirmation of goods and service receipts and ensure timely booking in Ariba/SAP.
   Work with Country Accountant to ensure proper accounting – accruals, prepayments, etc.
3. Guests and Travel Management
   Facilitate and coordinate booking of hotels and transportation for guests
   Work with designated Travel Management Company (TMC) to facilitate booking of air travel and visa applications
   Maintain filing of travel and expense claims receipts and updating of records
   Manage issuance of corporate credit cards, perform timely reconciliation, follow up and payments
4. Safety and Compliance
   Participate in Zero Harm programs – safety marshal, first aid
   Take proactive measures to reduce hazards and risks
   Play key role during emergency evacuation and business continuity plan
   Act as the department's records coordinator in compliance with Corporate Records Management policies and procedures
   Maintain proper records of licenses, permits, and ensure renewals on a timely basis
5. Other General Responsibilities
   Work with Accounting team to ensure inventory and tagging of Facility assets
   Participate and support Hub projects as required
   Maintain proper knowledge management and documentation of Facilities and administrative processes
   Commit to continuous improvement – automation and simplification of processes
   Perform and support other general duties

What skills and experiences are we looking for?

• Diploma or Degree in Operations, Business Administration or equivalent with 5 years of working experience
• Proficiency with Internet, Email, and Microsoft O365 programs
• Possess good communication skills, both written and oral
• Good negotiation skills
• Cross-functional collaboration skills
• Multi-tasking and organizational skills
• Ability to work and manage a fast-paced environment
• Results oriented
• Knowledge of SAP/Ariba process (purchase requisition, goods receipts) is an advantage
• IT skills
• Communicates tactfully and effectively both verbally and in writing, and maintains effective work relations with those encountered during the course of employment
• Flexibility and adaptability to new instructions and/or dynamic organizational priorities is critical for job success

What can we offer?

Huntsman offers unsurpassed opportunities to build a successful future. We are a global specialty chemical company with locations in 30 countries around the world, employing over 9,000 associates. Our diverse portfolio creates a range of career fields including manufacturing, research and development, technical services, sales and marketing, customer service – and the list goes on.

Here, you can make an impact and make a difference. Come join us.

Huntsman is proud to be an equal opportunity workplace and is an affirmative action employer. We provide equal employment opportunities (EEO) to all qualified applicants for employment, without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identification, sexual orientation and/or expression or any other characteristic protected by law in every location in which we have facilities national or local.

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