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Administrative Assistant (Malaysia)

  • On-site
    • Johor, Johor, Malaysia
  • K2

Job description

This position is for K2 Data Centres, a company under Kuok (Singapore) Limited, based in Johor, Malaysia.

Purpose of the Role:

K2 is seeking an Administrative Assistant to support the data centre in billing and payment duties, office general management duties and guest/event coordination activities.


Responsibilities

Billing and Payment Support:

  • Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
  • Maintain meticulous records of all financial transactions related to bills and payments.
  • Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
  • Under general direction from the facilities Operations team, enhances the department’s effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
  • Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
  • Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
  • Generate reports as required.
  • Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
  • Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
  • Handle office mail, packages, and deliveries with precision and timeliness.
  • Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
  • Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases:

  • Maintain a well-organized site supplies inventory and reorder items as necessary.
  • Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
  • Serve as the point of contact for local staff travel bookings and arrangements.

Guest Coordination:

  • Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.

Event Coordination:

  • Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office

Job requirements

Interpersonal Requirements

  • Committed to the delivery of excellent customer service.
  • Calm Manner, able to work under pressure.
  • Self-motivated, ability to work on own initiative.
  • Punctual and reliable.
  • Good attention to detail.

Skills set and Qualifications Requirements

  • Min 3 to 5 years of relevant experience
  • High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred. Must meet all knowledge, skills, and abilities.
  • Strong organisational skills.
  • Excellent interpersonal skills and ability to communicate efficiently both verbally and in written form.
  • Familiar with Microsoft office suite.
  • Ability to use computer applications effectively.
  • Be innovative.

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