Office Administrator (Part-time)

About us

Ikon Science is a global provider of geopredictive and knowledge management software and solutions to optimize subsurface discovery and production. For over 20 years, Ikon’s dedicated service-minded teams have applied deep scientific expertise and technology innovation to help customers extract more actionable knowledge from sophisticated subsurface data. Ikon helps customers make the best moves – improving accessibility and accuracy, accelerating results and lowering costs.

With offices located around the world in including; London, Houston, Kuala Lumpur, Calgary and Rio de Janeiro, Ikon services all major hydrocarbon geographies – delivering global solutions with local service and support. Award winning RokDoc geopredictive software, Curate knowledge management software, QI Solutions, GeoPressure and GeoMechanics Consultancy, and Roknowledge Studies make Ikon the proven partner for subsurface success.

About the role

The Office Administrator will have responsibility for the smooth running of the Kuala Lumpur office, ensuring that facilities, health and safety and reception duties are maintained. This role will also provide Accounts Payable support when required.

Key Responsibilities

• Reception
• Answering, screening, and forwarding incoming calls.
• Meeting and greeting visitors to the business.
• Issuing and keeping an up-to-date record of staff and visitor access cards.
• Managing car park access when required.
• Planning and organizing teambuilding events for Kuala Lumpur office.
• Internal mail distribution and dispatch of outgoing post and organizing couriers as and when necessary.
• Ensuring cleaners maintain reception, meeting rooms and pantry areas in a tidy state.
• Office management
• Reporting communal areas building faults to landlord as and when necessary.
• Establishing and maintaining a schedule of repair works for the office.
• Responsible for the Health and Safety checks and maintain relevant records for inspection.
• Liaising with the Landlord, Ilham Tower, on fire drills and ensuring fire safety equipment is regularly maintained.
• Arranging contractors to attend site to repair / maintain any issues relating to the office.
• Responsible for ensuring the work carried out by office cleaners is up to standard.
• Monitoring and ordering office supplies including stationery, groceries and refreshments as required.
• Responsible for the ordering and setting up of lunches / refreshments throughout training courses.
• Ensure records are maintained and reporting to Account Payable for all items purchased.
• Maintain and distribute list of public holidays and absence data and filing.
• Assisting with Maxis queries.
• Provide additional support to the Finance team as and when required.
• Managing print material for training and marketing.
• Travel
• Arrange employees’ access to travel booking tool so they can book their own travel.
• Provide ad-hoc support for organising travel and visas and resolve travel issues.
• Booking local accommodation for visiting staff members.
• Booking taxis as and when requested.
• Other
• Collect and provide quarterly / yearly reporting on company’s ESG (Environmental, Social and Governance) measures including recycling, CO2 emissions and charitable activities.
• Complete ad-hoc administrative work as directly by the line manager, from time to time.

Key Responsibilities (additional)

Experience

Qualifications

Technical Competencies

Behavioural Competencies

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