Office Administration jobs in Malaysia

Location: Penang, 07, MY

This job is a first-level supervisor or a non-supervisory team lead of a support function and typically reports to a manager.

Performs tasks such as, but not limited to, the following:

1. Enforce site administration policies and procedures including providing input into annual plans and policies, may contribute to policy development; providing interpretation of site policies and guidelines; performing work within established professional standards and practices to meet the goals of the site administration; gathering information for administrative procedures and company guidelines; creating forms/checklists and procedures to promote efficiency and consistent operations of site; preparing correspondence, agendas and presentation graphics; creates and maintains office files and databases.
2. Manage reception per business needs including monitoring access process of visitors/vendors, informing security procedures, as well as acting upon non-compliance.
3. Execute site administration related Purchase Requisition processes including raising vendor set up, sourcing and purchase request; and following-up to ensure Purchase Order is processed by relevant party; tracking orders to ensure timely delivery, reviewing the quality of purchased products, delivery information and invoices; performing Goods Receipt promptly and update tracker.
4. Manage site materials consumption including inventory level control of site related supplies to ensure no supply shortage.
5. As information resource in routine and unusual situations including interacting directly with peer groups; engaging in routine exchanges of information; interactions with external contacts such as liaison with building management/ vendors on matters pertaining to facilities, follow up until issues are resolved; supervising service provider’s janitor to ensure office environment cleanliness and always tour ready.
6. Manage site safety and health including patrolling premises to maintain a safe and secure environment, notify relevant parties of any security breaches; take actions on emergency situations.
7. Monitor site facilities maintenance/servicing processes including initiating contracts renewal process; on time maintenance/servicing per schedule; maintain servicing tracker and record retention.
8. Support on or off site events (meetings, luncheons etc.) to share best practices and promote teamwork including facilities and logistics arrangement; develops and distributes agendas/schedules; schedules participants; caterer and gifts sourcing; gift/meal distribution etc.
9. Strong knowledge of computer applications and the ability to accurately perform tasks in some or all of the following applications: Access, Excel, Word and PowerPoint.
10. Knowledge of the applicable areas of Celestica business in which the incumbent is located.
11. Ability to communicate effectively, both verbally and in writing, with a wide variety of internal and external customers.
12. Ability to evaluate multiple ongoing tasks and non-routine situations, determine priorities and organize work in a manner that allows for timely completion of projects.
13. Ability to manage a wide variety of sensitive business and employee information in a confidential manner.
14. Ability to present a positive, professional image of the company to a wide variety of contacts.
15. Ability to efficiently organize, file and retrieve information relating to the site.

Candidate who live in close proximity to the company is preferred.

Duties of this position are generally performed in good working conditions.

Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data.

Repetitive manual movements (e.g., data entry, using a computer mouse etc.) are frequently required.

Four to six years office administration relevant experience; security experience is an added advantage.

Bachelor’s degree in related field, or consideration of an equivalent combination of education and experience.

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.

Celestica is an equal opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on any protected status (including race, religion, national origin, gender, sexual orientation, age, marital status, veteran or disability status or other characteristics protected by law). At Celestica we are committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected and supported. Special arrangements can be made for candidates who need it throughout the hiring process. Please indicate your needs and we will work with you to meet them.

COMPANY OVERVIEW:
Celestica (NYSE, TSX: CLS) enables the world’s best brands. Through our recognized customer-centric approach, we partner with leading companies in Aerospace and Defense, Communications, Enterprise, HealthTech, Industrial, Capital Equipment and Energy to deliver solutions for their most complex challenges. As a leader in design, manufacturing, hardware platform and supply chain solutions, Celestica brings global expertise and insight at every stage of product development – from drawing board to full-scale production and after-market services for products from advanced medical devices, to highly engineered aviation systems, to next-generation hardware platform solutions for the Cloud. Headquartered in Toronto, with talented teams spanning 40+ locations in 13 countries across the Americas, Europe and Asia, we imagine, develop and deliver a better future with our customers.

Celestica would like to thank all applicants, however, only qualified applicants will be contacted.
Celestica does not accept unsolicited resumes from recruitment agencies or fee based recruitment services.

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