Office Administrator (Contract) – KUALA LUMPUR

Core Responsibilities:

Overseeing of Malaysia office Operations including and not limited to:

  • Reception duties, point of contact managing visitors logistic support
  • Answering of office phone, general enquiries
  • Courier service; picking up mails from the building mailing room
  • Liaison with site lead on office audits
  • Managing and maintaining records of office electrical and water bill claims, office assets and inventory, global & local system for procurement, including equipment, copier (incl. refilling printer papers, ink, servicing), fax machines, door card and key, company computers, chargers, phones and petty cash etc.
  • Managing office pantry needs, meetings/events, cleaning services, EHS/security, IT follow up, liaison with building management for any facilities related matters, weekly service provider for indoor plant maintenance & other relevant stakeholders
  • Scheduling of quarterly aircon servicing
  • Maintaining onsite parking allocations
  • Coordinating office renovation/enhancements/moves when needed

Business Support

  • Performing & supporting company secretarial duties including maintaining & filing statutory records, office insurance, corporate & business registries, and reports, and ensure the proper keeping of records, and routine filings for internal departments such as Finance, PO&D (HR), procurement etc.
  • Filing for marketing, sales documents (e.g. credit notes & invoice) for statutory requirement and liaising with relevant stakeholders
  • Supporting Operations team with business reports generation and master data maintenance
  • Supporting Trade Marketing team with managing merchandising agency, warehouse marketing materials and relevant adhoc requests
  • Supporting the BU SMTR Leadership Team with smooth transition for new employees –IT equipment support, issuing access cards etc.
  • Maintaining Outlook distribution lists and administering access to folders on shared drives
  • Ordering of IT equipment for office/staff (with support from SG IT Team) – laptops, IT accessories, printers, mobile phones, iPads. Installation of laptops, and managing spare laptop & accessories.
  • Coordinate and manage schedules, arrange appointments, travel, meetings, conference calls, events etc. for General Manager
  • Support GM with presentation/communication materials when needed e.g Townhall decks
  • Reconciling credit card expenses for General Manager
  • Providing ad hoc support to General Manager BU SMTR as needed

Events Coordination

  • Book venues and catering for offsite LT training and events as required.
  • Assisting and coordinating employee engagement activities or BU SMTR events such as welcome & farewell meals, BU SMTR Days, team buildings, monthly birthday, festive & anniversary celebrations, regional team visits and other notable team moments
  • Assisting the expense claims for all office-related team social events & activities that’s paid by the General Manager

Play your part in our team succeeding

The Office Admin will ensure that the office and administrative functions of LEGO Malaysia operate at peak efficiency while continually achieving greater levels of performance and guaranteeing excellent internal and external customer service. The Office Admin performs a variety of general administrative functions and clerical duties to support General Manager BU SMTR. Additionally, he/she supports the general business operations with various general administrative support duties and may handle confidential information. The Office Admin will also help support BU SMTR Operations and trade marketing execution for LEGO brand in Malaysia.

Do you have what it takes?

  • 2-3 years’ experience in any Office Manager / Business / Marketing role or similar is preferred
  • Proficient in use of Excel, PowerPoint, Word and Outlook applications
  • Successfully completed Diploma in Office Administration or equivalent
  • Adaptability and ability to multi task
  • Attention to detail and high level of accuracy
  • Strong communication skills and organizational skills
  • Initiative and resourcefulness
  • High level of Integrity
  • Judgment and problem solving
  • Teamwork and collaboration
  • Problem analysis and assessment
  • Project management
  • Work and time management

Nice to have:

  • Knowledge of Power BI an advantage

What’s in it for you? 

Here are some of what to expect:

  • Family Care Leave – We offer enhanced paid leave options for those important times.
  • Insurances – All colleagues are covered by our life and disability insurance which provides protection and peace of mind.
  • Wellness – We want you to be your best self, so you’ll have access to the Headspace App and lots of wellbeing initiatives and programmes run by local teams where you are based.
  • Colleague Discount – We know you’ll love to build so from day 1 you will qualify for our generous colleague discount.
  • Bonus – We do our best work to succeed together. When goals are reached and if eligible, you’ll be rewarded through our bonus scheme.
  • Your workplace – When you join the team you’ll be assigned a primary workplace location i.e. one of our Offices, stores or factories. Our hybrid work policy means an average of 3 days per week in the office. The hiring team will discuss the policy and role eligibility with you during the recruitment process.

Children are our role models. Their curiosity, creativity and imagination inspire everything we do. We strive to create a diverse, dynamic and inclusive culture of play at the LEGO Group, where everyone feels safe, valued and they belong.

The LEGO Group is proud to be an equal opportunity employer. We are committed to equal employment opportunity and equal pay regardless of e.g. race, colour, religion, national origin, sexual orientation, disability or gender identity.

The LEGO Group is fully committed to Children’s Rights and Child Wellbeing across the globe. Candidates offered positions with high engagement with children are required to take part in Child Safeguarding Background Screening, as a condition of the offer. 

Thank you for sharing our global commitment to Children’s Rights.

Just imagine building your dream career.

Then make it real.

Join the LEGO® team today.


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