Arvato Systems Malaysia Sdn Bhd

Office Administrator Officer (6 months contract)

Kuala Lumpur City Centre, Kuala Lumpur

Administrative Assistants (Administration & Office Support)

Full time

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  • Responsible for front desk functions and guest reception.
  • Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office items are in order.
  • Coordinate executive communications, including taking calls, responding to emails, interfacing with vendors, customers and courier services arrangement.
  • Arrange company town hall meeting (meeting reminders and food catering arrangement)
  • Schedule meetings and appointments and manage travel itineraries with coordinating business travel request, ensure the smooth transition of the travel process including flight ticket, accommodation, business visa application and etc.
  • Responsible in manage and track the record for company’s asset such as company access card, locker key and etc.
  • Comply and adhere to ISMS standard practice for all the admin processes.
  • Analyses records and provides management reporting where appropriate (e.g. access card report, incident log case report).
  • Ensure all mails and parcels are distributed to respective departments once received.
  • Provide high level operational and administrative support to senior management as needed.
  • Assist with additional general office tasks as needed.
  • Responsible for purchasing office supplies and request from various departments

Facility Management 

  • Ensure daily office facility tasks are operating smoothly 
  • Dealing with office emergency issues i.e. breaches the safety, security, or usability of facilities 
  • Coordinate well with external facility management team, ensure office facilities are adequately maintain and continue to maintain better
  • Able to plan ahead for necessary repairs and replacement of office items, ensuring necessary maintenance that are least likely to disrupt the business operation and employees are carried out on proper timing.
  • Sourcing new vendor, negotiate contract with vendor, develop and maintain relationships with vendor.
  • Monitor office clean up, ensure office is tidy and organised.
  • Act as a liaison with the building management and service provider on any office requirement (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).


  • Minimum Diploma or above.
  • Possess at least 3 years of relevant experience. 
  • Good command of English. 
  • Good telephone etiquette and pleasant voice.
  • Good interpersonal skills, able to work and communicate effectively with various internal/external parties.
  • Strong analytical skills with meticulous, detailed, well-organized and able to work independently to meet deadlines.
  • Demonstrate high integrity and sound work ethics. 


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