Office Administration & Engagement Executive (1 Year Contract) - Kuala Lumpur

As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of an emerging & fast-growing company that can contribute to and manage day-to-day office administration and operations to ensure an amazing Workplace Experience, efficient operation of the Office, Facility, and Safety at Agoda KL offices.

In this role, we expect you to:

• Engage with KL office employees to ensure smooth office operation, continuing to strive & maintain the highest standard, safe & amazing place to work.
• Plan, organize and execute office events, projects, operation & activities planning, initiatives to promote employee engagement, positive office culture, celebration, townhall, CPR/fire evacuation training, annual social parties, etc.
• Be the center point of contact internally & externally as you will be working closely with multiple teams & sites, building rapport with building management, vendors, suppliers & contractors.
• Manage & be responsible for office accounts which include purchasing whole office supplies within budget, payment/invoice requests, ensuring payment is made on time.
• Maintain office supplies inventory, stock tracking, placing orders as necessary, and ensuring optimal stock levels.
• Manage office facilities and liaise with vendors for repairs and maintenance ensuring the whole office is in tip-top condition & business-looking at all times.
• Oversee procedures to ensure Agoda compliance & SOP.
• Manage security personnel & cleaners.

In order to be successful in this role, you must have:

• MUST have at least 2 years & above in handling office activities/able to build hype, creative in providing good working environment/experience to employees in office & office administration.
• Proven experience in office administration, engagement, or related roles
• Strong ability to multitask, great planning skills to set priorities & able to handle multiple assignments/projects.
• Talented, energetic, results-oriented person who loves working in a fast-paced, multinational environment.
• Exceptional interpersonal skills, attention to detail, wise, problem-solving, negotiation, listening, etc.
• Great attention to detail & ability to meet tight deadlines.
• Able to work in a fast-paced environment with 4 Agoda values: Move Fast, Take ownership, Be The Best, Experiment & measure with a high level of integrity & discretion.
• Professional appearance & well-mannered in all aspects.
• Positive, can-do attitude & passion to change things for better/improve efficiency.
• Ability to work alone & effectively with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Diploma or Degree holder in any field.
• Helpful/supportive.
• Punctual.
• Team player.

1. Visitors’ management and reception tasks:

• Manage and ensure the reception and rear entrances of the building area & whole office are clean, tidy and project a business-like image at all times.
• Welcome employees.
• Welcome new employees prior to their 1st day at work, delivering badges, headsets, and instructions.
• Greet guests at the reception and lead/give correct directions to guests.
• Register, prepare, and provide badges to authorized visitors/guests and collect badges after their visit.
• Follow special visit procedures (e.g. authority visits) after completing the Compliance team training.
• Handle inbound and outbound calls. Answer calls with the proper company introduction, provide full assistance and accurate information. Make outgoing calls when needed.
• Assist in preparing training materials.
• Assist to apply for work permits from building management.
• Print out posters and place them around the office.

2. Office & Facility management:

• Provide equipment for the office, resources, and facilities to meet employees’ needs.
• Handle whole office wear & tear & facility maintenance ensuring everything is always in working & good condition.
• Ensure all office wear & tear and faulty equipment are fixed within 3-5 working days.
• Ensure vendors come for routine service as scheduled (i.e. pest control, service air conditioning, hand sanitizer, etc).
• Ensure washrooms are stocked with toilet paper & hand soap, notify building management if supply is low.
• Assist with season parking allocation.

3. Office supply & stock management:

• Manage & oversee purchasing and distribution.
• Verify purchase orders with invoices before requesting payment.
• Manage office & pantry supplies (including headsets, building & Agoda access card, lanyard, etc). Place orders whenever stock is running low. MUST ensure we have stock at all times.
• Request payment for all purchases to HQ & ensure no late payment.
• Forward reports to Payroll teams for deductions in case of company’s lost properties.

4. Safety management:

• Ensure health and safety requirements in the working environment are met.
• Maintain office security by following safety procedures.
• Conduct regular fire alarm checks organized by the office building’s management and perform security checks.
• Ensure all relevant departments are notified via email pertaining to routine fire alarm checks, yearly fire evacuation drills & coordination accordingly.
• Purchase food and beverages / organize catering.
• Book venue(s) & venue inspection.
• Send out invitations to office employees.
• Arrange & manage cleaners ensuring whole office cleanliness & professionalism at all times.
• Handle & manage security ensuring staff are adhering to office SOP & IT security compliance.
• Review contracts and communicate with the Workplace Experience team for translation from local languages to English.
• Control costs by preparing the office expenses budget.
• Follow up bills/invoices, ensuring timely payment.
• Build rapport with vendors to secure favorable pricing and services.
• Arrange contract renewals whenever necessary.

7. Additional Main Task:

• Arrange & handle all office activities e.g., CNY, townhall, monthly birthday celebrations, etc.
• Assist onboarding of new hires.
• Perform ad hoc tasks/projects from managers/site leads.

At Agoda, we believe that our people are our biggest strength. We work hard and have fun, and we choose people who are dedicated to making things great. We believe it, and we prove it every day in our lives at work and outside. We celebrate our diversity, and whether you’re into sports, music, family, or creative anachronism, at Agoda you can be who you want to be.

Founded in 2005, and still headed by our co-founder, Agoda is dedicated to doing things the right way and not the easy way – something that has guided every Agoda decision since its inception, and which remains a cornerstone of Agoda’s company culture today. Teams collaborate closely, whether it’s across the room or across the world, and we encourage communication to be open, frequent, and constructive.

Agoda became part of Priceline Group, the world’s leader in online travel and related services in 2007.