Office Admistrator (Front Desk)

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Responsibilities

• Manage and administrate the office operations which includes accommodating visitors, clients, job candidates etc; monitor and coordinate incoming phone calls; control and manage local and overseas courier services; correspondences received by post and deliveries.
• Manage the office mails received. Sorting of incoming mails and channel to the designated dept. Open letters (except those with person names / dept) to check. Scan and upload all invoices related to RE&F for PR / PO creation and payment.
• Manage and create Purchasing Requests (PR) and PO in Corporate Financial System (CFS) - Oracle / OEBS interactions for all RE&F related items and services. Upload invoices and monitor approval process.
• Assist in budgeting and forecasting of all related cost and track company expenses and handle invoices / basic accounting, settlement of expenses.
• Provide high standards of customer service internally and visitors to the office and office operations coordination and proper working environment, including building management and landlord relationship, other contractors / suppliers.
• Coordinate the facility operation for the office, reporting of any faulty items (lights / sink / aircon etc.) to the building management (landlord, for instance). Coordinate with outsource supplier for office related repair service. Carry out regular maintenance surveys for the office and work closely with building landlords and other relevant stakeholders.
• Control and manage office purchases, expenses and consumables including pantry management including food and drinking water provisions, office supplies (Stationaries etc.) Manage and monitor office budget for office supplies. Check available funds report through CFS system on available budget balance before ordering any RE&F related office consumables / items.
• Control and oversee office cleaners in maintaining daily office cleanliness. Coordinate with supplier on outsource cleaner on any cleaning issues / matters. Maintain office cleanliness and support with office decorations during festive season etc.
• Control over filling the contact information in Corporate Directories - Enterprise Directory (ED) (Adding / Changing information on employee workplaces, phone numbers, personal assistants and printing labels for employees) Manage the office workstation allocation and resource plans.
• Control over the meeting rooms maintenance, bookings and appointments. Help in organization and conduction of meetings, video-conferences, training, seminars which includes removing the partitions between meeting rooms, arranging chairs and table according to business requirement.
• Coordinate the contract workflow process for RE&F department (organization of signing process (luxcontract), delivery to counteragents, provide the Initiators and Legal Officers with hard copies and scans of contracts) etc. Discrete in handling highly confidential documents and information.
• Maintain all office administration, labeling and organizing office filing records, computer-based information and data management. Keeping a detailed index giving the location and subject of the file.
• Inventory and assets management maintenance in Oracle E-Business Suite. Assis in rent allocation and utilities costs distribution in Cognos system including estimations.
• Monitor a work over the issues in Corporate System - Service Desk for all RE&F related matters (control over the deadlines of solving the tickets with Issue Type Front Desk / RE&F).
• Maintain office efficiency by planning and implementing office procedures, systems, layouts and equipment procurement and maintenance. Manage and handle all office equipment, such as photocopier, printers, shredder machine, pantry coffee machine, water dispenser, etc. Ensure papers are properly and sufficiently stacked on all printers and photocopiers. Provides and support employees with information on office organizational and administrative issues related to RE&F. Support in organizing of company events and employee related activities if any. Support the Company Director and Legal Counsel in document signing process for company Directorship related matters for all Luxoft entities in Malaysia. Others RE&F related work matters or assigned by the RE&F Manager.
• Manage receiving of IT equipment delivery to office. Issue of IT equipment to the employees as part of inventory. Safe keep all returned IT equipment from leaving employees and update the inventory list in Oracle system.
• Support IT personnel on occasional non-technical IT issues (laptop courier, etc) for the remote office. i.e, UAE, Saudi Arabia, Indonesia, Philippine.

Qualifications

Seniority level

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