Responsibilities

Purpose

The Office Manager/Administrator plays vital role in ensuring seamless office operations by managing workplace administration. This role oversees office management, security coordination, guest management, and administrative support for safety and human resource functions. The individual will manage incoming resources, prepare security access, and ensure all administrative aspects align with business operations and compliance requirements.

Responsibilities

• Ensure latest Work Instructions (WI) is being used by production
• Training / briefing of WI and any other information for all the staff at production
• Update the training matrix and skill certification of technicians.
• Oversee overall office administration to ensure smooth day-to-day operations.
• Manage pantry supplies and office cleanliness.
• Coordinate and maintain meeting room bookings, ensuring availability and readiness.
• Oversee the procurement and management of office stationery and supplies.
• Ensure office equipment and facilities are well-maintained and functioning properly.
• Manage company uniform distribution and inventory, ensuring employees have the necessary attire.
• Oversee employee locker allocations and ensure proper usage and maintenance.
• Handle PTP (Port of Tanjung Pelepas) pass applications and renewals for employees and visitors.
• Oversee company transportation arrangements, including employee shuttle services if applicable.
• Manage the issuance, tracking, and replacement of company access ID cards.
• Liaise with security personnel to ensure workplace safety and access control compliance.
• Handle incoming and outgoing correspondence, documentation, and reporting.
• Manage guest registration, access approvals, and visitor coordination.
• Oversee security pass issuance and access card management for employees and visitors.
• Coordinate with the Environmental, Health, and Safety (EHS) team to ensure compliance with workplace safety regulations.
• Coordinate cafeteria services, ensuring quality and efficiency.
• Plan and organize company events, meetings, and town halls.
• Manage vendor relationships related to office facilities and event planning.
• Oversee contracts and negotiations with service providers for office maintenance, housekeeping, and other administrative needs.
• Ensure compliance with company policies and local regulations for office management.
• Support various administrative projects and initiatives to enhance workplace efficiency.
• Assist with internal audits and compliance requirements related to office operations.
• Support audits and inspections related to safety and compliance.
• Ensure compliance with company policies and procedures
• Perform any other duties assigned from time to time based on business needs.

Basic Qualifications

• Possesses a minimum diploma or equivalent; additional education or certification in office administration is a plus.
• Proven experience in an administrative role, preferably as an office administrator or similar position for at least 3 years.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all aspects of work.
• Proficient computer skills, including experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Business Apps (Docs, Sheets, Slides)
• Strong communication skills, both verbal and written.
• Ability to work independently and collaboratively as part of a team.
• Professional and friendly demeanor, with excellent customer service skills.
• Discretion and confidentiality in handling sensitive information.
• Flexibility to adapt to changing priorities and work under pressure.