Admin Lead, Malaysia

Responsibilities: 

1. Office Operations

• Manage daily, weekly and monthly office operations and administrative tasks.
• Coordinate recurring orders for office supplies, stationery, pantry supplies, snacks and beverages.
• Plan and monitor office and pantry supply requirements based on usage and employee needs.
• Ensure supplies are sufficiently stocked and replenished on time.
• Maintain proper records of office supplies and pantry consumption where required.

1. Employee Onboarding & Offboarding

• Support the onboarding process for new joiners, including office introduction, office tour and basic office information.
• Prepare and coordinate required office access, supplies and assets for new joiners.
• Support offboarding by coordinating the collection and return of company assets and office items.
• Ensure onboarding and offboarding tasks are completed within the required timeline.

1. Payment & Expense Management

• Prepare and submit payment requests for office-related expenses and vendor invoices.
• Verify invoices and supporting documents before payment submission.
• Maintain accurate payment and expense records and update the relevant trackers regularly.
• Monitor expenses against the approved budget and highlight any potential overspending.

1. Vendor Management & Procurement

• Source and coordinate with local vendors for office-related products and services.
• Manage vendor communication, quotations, orders, delivery and service follow-up.
• Support procurement activities from quotation comparison to purchase and payment.
• Maintain updated vendor information and records.
• Follow up on vendor performance and resolve service or delivery issues.

1. Office Cleanliness & Maintenance

• Monitor the cleaner schedule and daily office cleanliness.
• Conduct regular checks of meeting rooms, pantry, reception and common areas.
• Follow up with cleaners and maintenance vendors to ensure required standards are met.
• Identify areas for improvement and proactively implement solutions to maintain office standards.
• Keep office maintenance schedules and service records updated.

1. Event & Employee Activities

• Support the planning and execution of office events, employee activities and company programmes.
• Coordinate with vendors and internal teams for food, venue, supplies, decorations and other event requirements.
• Manage event-related procurement and ensure activities are delivered within the approved budget.

1. Ad-hoc Employee Support

• Handle day-to-day employee requests related to office operations and administrative matters.
• Respond to employee enquiries and coordinate with relevant teams or vendors where necessary.
• Provide timely support for urgent and ad-hoc office requirements.

1. Cost Efficiency & Continuous Improvement

• Monitor office spending and identify opportunities for cost saving and better utilisation of resources.
• Compare vendor pricing and explore alternative products or suppliers when appropriate.
• Review recurring office expenses and recommend improvements where necessary.
• Proactively identify operational issues and propose practical solutions.
• Continuously improve Admin processes, SOPs and office practices to improve efficiency and employee experience.

• Take ownership of assigned tasks from start to completion.
• Complete tasks within the agreed timeline without repeated reminders.
• Proactively communicate any issues or delays.
• Follow established Admin processes and office standards consistently.
• Maintain accurate records and documentation.
• Be proactive in identifying issues and proposing solutions.
• Balance employee experience, operational efficiency and cost control.
• Flunecy in Chinese and English for multi-stakedholder management purpose.