Senior Office Administrator Jobs in Petaling Jaya, Selangor, Malaysia at Air Liquide

Title: Senior Office Administrator

Company: Air Liquide

Location: Petaling Jaya, Selangor, Malaysia

How will you CONTRIBUTE and GROW?

Employee Engagement

Develop and execute the annual activities plan for the Nice Program.
Manage and monitor the yearly budget allocated for employee engagement initiatives.
Coordinate and oversee all employee engagement activities.
Distribute formal calendar invitations to employees for all scheduled program activities.
Design and produce a monthly agenda poster to promote upcoming events.

Financial & Procurement Management

Process and submit urgent payment requests through the Service Now portal.
Initiate Purchase Requisitions via the Coupa platform.
Manage and process cash advance requests specifically for non-registered vendors.
Oversee the submission of claims related to Admin and the Nice Program.

Facilities & Office Operations

(A) Expatriate Rental Management:

Ensure timely submission of monthly expatriate rental payment requests to prevent financial penalties.
Handle the full registration process for new landlords.
Facilitate obtaining the Managing Director's approval for signing tenancy agreements and termination requests.
Coordinate and ensure the timely refund of security deposits upon lease termination.
Door system and generating monthly attendance reports

(B) Vendor Registration & Finance Liaison:

Collect and verify necessary documentation from new vendors.
Submit new vendor registration requests in the Service Now portal.
Secure Finance Director approval for any payment requests falling outside standard payment terms.
Manage and update ALBS distribution lists.
Administer the office access control (Door system) and CCTV security systems.
Arrange Accommodation And Logistics For Company Guests As Required.
Coordinate logistic arrangements for all out-of-office company activities.
Procure and manage catering services for meetings and events.
Handle the timely renewal of the business license through the MBPJ portal.
Process and submit office rental and utility invoices for payment.
Continuously monitor and report on Admin expenses.
Manage the end-to-end process for employee business card order requests.
Maintain optimal inventory levels of all essential office supplies and items.
Regularly update and maintain the official office evacuation name list for safety compliance.

ALGEM scope:

Generate and manage logistics item codes for inventory tracking and system accuracy.
Execute the migration of documents to the new shared drive, ensuring data integrity and accessibility.
Proactively monitor order tracking file for discrepancies (e.g., missing shipment data, conflicting delivery dates) and resolve anomalies with stakeholders
Organize and coordinate monthly departmental meetings, including scheduling, material preparation, and recording minutes.
Administer and maintain the Aodocs document management system.
Ensure continuous upkeep and compliance of Safety Data Sheets (SDS) within the Chemtrec portal.
Pre-populate information for shipping lanes to conduct Risk Identification by the supply chain team.
Propose and implement process improvements to reduce data entry error and enhance efficiency

Are you a MATCH?

Minimum of a Diploma in Business Administration, Office Management, or a related field.
Proven experience in an administrative or office support role.
Proficiency in Google platform
Excellent written and verbal communication skills in English.
Strong organizational and time management abilities with a keen eye for detail.
Ability to prioritize tasks and work effectively in a fast-paced environment.
Proactive, resourceful, and able to work independently as well as part of a team.
Familiarity with office equipment (e.g., printers, scanners, projectors).

What We Offer:

We take care of our employees:

Medical card coverage for self and dependents (outpatient and inpatient)
Extended health & flexi benefits coverage (Child's specialist claim, Pap Smear, Mammogram, Self Relaxation Expenses, Fur Benefits etc.)
Monthly NICE Program activities for team bonding and well-being lifestyles

HR Hired