OFFICE MANAGER

Job Summary

The Office Manager is responsible for overseeing the daily operations of the office to ensure efficiency and productivity. This role involves managing administrative staff, establishing related policy and procedure, coordinating office procedures, maintaining office supplies and equipment, coordinating travel arrangement and supporting various departments to create a well-organized and professional work environment.

Job Description

1. Office Administration
• Manage day-to-day office operations including office logistics, workspace allocation, equipment and supplies as to ensure smooth functioning.
• Coordinate with IT and facilities teams to ensure smooth functioning of hardware, software, and infrastructure.
• Maintain office supplies inventory and place orders as needed.
• Coordinate business travel arrangement with travel agencies and enhance travel policy and procedures to ensure a seamless business travel.
• Oversee maintenance of office equipment and facilities.
• Any other duties as assigned by the reporting manager.

2. Staff Coordination and Culture Support
• Supervise administrative staff and delegate tasks effectively.
• Coordinate onboarding for new employees, including workspace setup and orientation.
• Organize internal meetings, events, and team-building activities together with the Staff Club.

3. Financial and Vendor Management
• Assist with budgeting and expense tracking for office-related costs.

• Review employee claims with supporting documentation.
• Tracking office related expenses and assist in budget planning.
• Manage contracts and service agreements with vendors.
• Liaise with vendors and service providers for office needs.
• Ensure timely payment of office-related invoices.

4. Compliance and Safety
• Ensure the office complies with health and safety regulations.
• Maintain records and documentation in accordance with RBS policies.
• Conform to the ISMS implemented policies and procedures.

5. Communication & Support:
• Serve as the point of contact for internal and external communications / visitor management.
• Support senior management with administrative tasks as needed.

Note:
• Scope of work will be revised depending on the management needs or request. Others related duties as and when assigned by the superior from time to time

Education

• Proven working experience as Office Manager or Administrative Manager in managing office management or administrative roles.
• Leadership and team coordination experience.
• Advanced computer skills on MS Office suites, and accounting software (if any).
• Possess Diploma and Bachelor in Business Administration, Management or related field with five to ten (5 - 10) years working experience.

Skills

• Familiarity with office software and systems (SAP Concur and D365).
• Good written and spoken English and Bahasa Malaysia.
• High attention to details and accuracy.
• High dependency with sense of urgency, responsibility and result oriented.
• Adaptability to changing priorities and technologies.