Business & Facilities Support

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Business & Facilities Support

Apply locations Petaling Jaya, Malaysia time type Full time posted on Posted Yesterday job requisition id R516148 Work Flexibility: Hybrid

What You Will Be Doing:

Onboarding

• Collaborate with IT department to coordinate the delivery of laptops and email accounts for new hires.
• Manage fingerprint access for office security.
• Oversee distribution of name cards.
• Provide new hires with a welcome pack.
• Conduct office orientation, introducing facilities and team members, distributing locker and office keys, explaining housekeeping rules, and obtaining property checklist sign-off.
• Facilitate company phones from the service provider, validate with employee IDs while maintaining asset records.

Offboarding

• Initiate the offboarding process by sending the Company property return checklist to departing employees and collect company assets from departing employees on their last day of employment.

Office Facility Management

• Supervise daily office cleaning and ensure timely sign-offs.
• Coordinate monthly facility maintenance and submit bills for payment.
• Oversee office security monitoring.
• Maintain the IT equipment ensuring safekeeping.
• Handle administrative tasks such as filing Petronas forms and Amex applications.
• Manage telecommunications bank draft payments on a monthly basis.
• Support activities on-site.
• Coordinate with various departments to ensure the office is opened and closed as required, particularly during staff absences.
• Address ad hoc office requirements.

Audit Support Facilities (GDPMD & E&Y)

• Prepare and maintain records related to pest control services.
• Maintain a daily record of office cleaning activities to support audits.

• Uphold the Compliance Culture and philosophy of the Company by ensuring the business is kept abreast and aligned to the highest code of ethic not limited to ADVAMED.

Sales Support Coordination

• Manage all aspect of Contract, Pricing, Approvals.
• Keep track of event finances including check requests, invoicing, and reporting in coordination with local finance.
• Receiving and distribution of sets.
• Handle in-office shipments, packing and unpacking of items for workshops/trainings.
• Salesforce report extraction.
• Support Demo/Marketing room maintenance.
• Logistics arrangements for internal sales events (training, sales meeting, etc).

General Administrative Support to Sales Team, including

• Support customers, dealers & team members in routine administration work.
• Document filing & preparation including quotations, bids & tenders, contracts, SOP.
• Meeting arrangements & meeting minutes/follow up.

Who We Are Looking For:

• Bachelor’s Degree or above
• Strong MS Office skills
• Self-motivated with a strong drive and ability to be hands-on and work with minimum supervision
• Good interpersonal skills
• Team player

Travel Percentage: None