171 Office Manager Roles jobs in Malaysia
GBS Office Coordinator
Posted 3 days ago
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At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future.We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide.We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!
About the role
A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. This role requires strong coordination skills to facilitate efficient operations and support a well-organized workplace. Additionally, the position will serve as a backup to the GBS Office Administrator and collaborate with the Site Lead on office engagement initiatives.
Key Responsibilities includes
1. Facilities Management
• Liaise with and be the main point of contact for building management for office premises defect, rectification issues and day-to-day office management including office security contact
• Liaise with external vendors / service providers for any office and facilities related issues e.g.: Office Lights, Air-con, Coffee machine, Office Furniture, copier machine, monitor performance of cleaning services vendor/cleaner on office cleanliness.
• Manage relationships with facility vendors
• Support office expansion and scope up projects
• Assess office requirements for supplies, equipment, or services and coordinate with departments to consolidate purchase needs
• Ensure office equipment, utilities and facilities are in good working condition
• Conduct safety checks and coordinate fire drills and emergency response plan
• Ensure workplace safety compliance and liaise with building management on regulatory requirements.
• Manage vendor negotiations for office supplies and services
• Manage vendor contracts for cleaning, security, pantry supplies and office maintenance
• Monitor office supplies, stationery, pantry items and equipment
• Ensure meeting rooms are well equipped and maintained for daily use
• Coordinate with building management for facility concerns
• Ensuring service agreement/expiry date are kept up-to-date such as Fire Extinguisher, Water Dispenser.
2. Employee Engagement & Experience Initiatives
• Partner with the Site Lead to design and execute employee engagement activities for the site.
• Plan and execute Factory and Academy experiences for the GBS KL Hub.
• Support internal employee experience programs, including team building activities and wellbeing initiatives.
• Coordinate with vendors for event setup, branding materials and giveaways
• Manage logistics for site-wide celebrations (eg: festive events)
• Organize internal & external GBS conferences and meetings including invitations, itineraries, meeting rooms, catering, transport and meeting agenda, etc.)
• Ensure effective communication within the GBS
• Ensure timely dissemination of important updates, policy changes and key initiatives
• Managing internal communication channels (eg: Microsoft Teams, Share points etc.)
• Collaborate and supporting activities with HR Team
3. Document Management
• Assist in document scanning, coding, and filing
• Manage all incoming local and international couriers and mail, including distribution and maintaining records of received documents and parcels.
• Create and submit purchase request
• Track status of purchase requests and escalate delays if needed
• Performing other ad-hoc duties when needed
4. Backup to GBS Office Administrator
• Provide coverage for the GBS Office Administrator as needed, ensuring smooth front desk operations
• Assist with visitor management, office coordination, and other administrative tasks when required.
About you
• Possess at least Diploma/Degree in Office Management or Administration or secretarial science or any other related fields.
• Minimum 3 years working experience in office management or administration
• Competency in Microsoft applications
• Experience in handling office errands, refreshments, and basic administrative tasks is an advantage
• Experience in a GBS (Global Business Services) environment is a plus
• Organizational and coordination skills
• Strong in English communication (Verbal & Written)
• Experience in event planning and coordination is an added advantage
• Fully on-site with no hybrid due to the nature of the role. Working hours are Monday - Friday, 9:00AM - 6:00PM
At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong.#oneBC - Diverse People, Sustainable Growth.
If you want to learn more about Barry Callebaut, please find further informationhere .
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#J-18808-LjbffrGBS Office Coordinator
Posted 3 days ago
Job Viewed
Job Description
Join to apply for the GBS Office Coordinator role at Barry Callebaut Group
1 day ago Be among the first 25 applicants
Join to apply for the GBS Office Coordinator role at Barry Callebaut Group
About The Role
A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. This role requires strong coordination skills to facilitate efficient operations and support a well-organized workplace. Additionally, the position will serve as a backup to the GBS Office Administrator and collaborate with the Site Lead on office engagement initiatives.
About The Role
A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. This role requires strong coordination skills to facilitate efficient operations and support a well-organized workplace. Additionally, the position will serve as a backup to the GBS Office Administrator and collaborate with the Site Lead on office engagement initiatives.
Key Responsibilities Includes
- Facilities Management
- Liaise with and be the main point of contact for building management for office premises defect, rectification issues and day-to-day office management including office security contact
- Liaise with external vendors / service providers for any office and facilities related issues e.g.: Office Lights, Air-con, Coffee machine, Office Furniture, copier machine, monitor performance of cleaning services vendor/cleaner on office cleanliness.
- Manage relationships with facility vendors
- Support office expansion and scope up projects
- Assess office requirements for supplies, equipment, or services and coordinate with departments to consolidate purchase needs
- Ensure office equipment, utilities and facilities are in good working condition
- Conduct safety checks and coordinate fire drills and emergency response plan
- Ensure workplace safety compliance and liaise with building management on regulatory requirements.
- Manage vendor negotiations for office supplies and services
- Manage vendor contracts for cleaning, security, pantry supplies and office maintenance
- Monitor office supplies, stationery, pantry items and equipment
- Ensure meeting rooms are well equipped and maintained for daily use
- Coordinate with building management for facility concerns
- Ensuring service agreement/expiry date are kept up-to-date such as Fire Extinguisher, Water Dispenser.
- Employee Engagement & Experience Initiatives
- Partner with the Site Lead to design and execute employee engagement activities for the site.
- Plan and execute Factory and Academy experiences for the GBS KL Hub.
- Support internal employee experience programs, including team building activities and wellbeing initiatives.
- Coordinate with vendors for event setup, branding materials and giveaways
- Manage logistics for site-wide celebrations (eg: festive events)
- Organize internal & external GBS conferences and meetings including invitations, itineraries, meeting rooms, catering, transport and meeting agenda, etc.)
- Ensure effective communication within the GBS
- Ensure timely dissemination of important updates, policy changes and key initiatives
- Managing internal communication channels (eg: Microsoft Teams, Share points etc.)
- Collaborate and supporting activities with HR Team
- Document Management
- Assist in document scanning, coding, and filing
- Manage all incoming local and international couriers and mail, including distribution and maintaining records of received documents and parcels.
- Create and submit purchase request
- Track status of purchase requests and escalate delays if needed
- Performing other ad-hoc duties when needed
- Backup to GBS Office Administrator
- Provide coverage for the GBS Office Administrator as needed, ensuring smooth front desk operations
- Assist with visitor management, office coordination, and other administrative tasks when required.
- Possess at least Diploma/Degree in Office Management or Administration or secretarial science or any other related fields.
- Minimum 3 years working experience in office management or administration
- Competency in Microsoft applications
- Experience in handling office errands, refreshments, and basic administrative tasks is an advantage
- Experience in a GBS (Global Business Services) environment is a plus
- Organizational and coordination skills
- Strong in English communication (Verbal & Written)
- Experience in event planning and coordination is an added advantage
- Fully on-site with no hybrid due to the nature of the role. Working hours are Monday - Friday, 9:00AM - 6:00PM
- Seniority level Mid-Senior level
- Employment type Full-time
- Job function Administrative
- Industries Food and Beverage Services and Food and Beverage Manufacturing
Referrals increase your chances of interviewing at Barry Callebaut Group by 2x
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#J-18808-LjbffrProgram Management Office Coordinator
Posted 3 days ago
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Job Description
1 month ago Be among the first 25 applicants
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Direct message the job poster from RiDiK (a Subsidiary of CLPS. Nasdaq: CLPS)
Talent Acquisition Specialist | Overseas Recruitment ExpertHelping global professionals connect with exciting overseas career opportunitiesWe seek a detail-oriented Junior PMO Coordinator to support project governance and operational efficiency. Your primary focus will be ensuring accurate time reporting across consulting teams while assisting broader PMO functions. This role offers growth opportunities in project management methodologies and cross-functional collaboration.
Key Responsibilities:
Time Reporting Management (40%)
- Collect, validate, and consolidate weekly/monthly time reports from consultants
- Identify discrepancies and collaborate with project managers to resolve variances
- Maintain centralized time tracking databases using
- Generate utilization rate analyses for resource planning
Project Support (30%)
- Assist in maintaining project documentation (charters, RAID logs, status reports)
- Coordinate cross-functional meetings including agenda preparation and minute-taking
- Monitor project timelines and flag delivery risks proactively
Process Optimization (20%)
- Streamline data collection processes through automation templates
- Conduct quarterly audits of PMO documentation compliance
- Support adoption of new PMO tools/systems with user training
Stakeholder Communication (10%)
- Serve as liaison between consultants, finance, and HR for time-related queries
Qualifications:
- Bachelor's in Business Admin, Management, or related field (or equivalent experience)
- 0-2 years experience in HR coordination roles (internships included)
- Advanced Excel skills (PivotTables, VLOOKUP, macros)
- Obsessive attention to data accuracy with 100% deadline adherence
Preferred
- Exposure to professional services/consulting environments
- Seniority level Entry level
- Employment type Full-time
- Job function Analyst
- Industries IT Services and IT Consulting
Referrals increase your chances of interviewing at RiDiK (a Subsidiary of CLPS. Nasdaq: CLPS) by 2x
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#J-18808-LjbffrAdministrative Assistant
Posted today
Job Viewed
Job Description
- Provide sales support functions to the Sales Team.
- Attend to customer calls and enquiries.
- Coordinate with the operations department to support sales activities.
- Minimum SPM or equivalent.
- School leavers or fresh graduates are encouraged to apply as training will be provided.
- Computer literate.
- Proficient in English, Bahasa Malaysia, and Mandarin.
- Good interpersonal, communication, and negotiation skills.
- Medical benefits.
- Dental benefits.
- Group insurance coverage.
- Team building activities.
Administrative Assistant
Posted today
Job Viewed
Job Description
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Direct message the job poster from Cloudengine Digital SDN. BHD.
- Responsible for receiving, inspecting, storing, issuing, and managing the company’s IT equipment and consumables, ensuring standardized inventory flow and consistency between records and actual stock.
- Handle the procedures for material and product inbound/outbound transactions, maintain logs, and enter data into the system; regularly reconcile inventory records with the finance team and archive relevant documents.
- Prepare and regularly update inventory data reports, providing analysis and operational support.
- Manage warehouse space, labeling, and implement 5S on-site management practices; handle returns of materials and products; conduct periodic stocktaking to ensure consistency between inventory records, cards, and physical items.
- Liaise with relevant Malaysian government departments to assist with financial-related matters such as banking and customs; collect and organize reimbursement receipts from company employees.
- Support import and export processes by assisting in the preparation of customs documentation, invoices, packing lists, and other business documents, ensuring compliance with local regulations.
- Assist in the preparation and organization of commercial contracts and collaborate with the business team to complete documentation and filing processes.
- Support government-related compliance submissions and updates as required for business development, such as import licenses and related documentation.
- Perform other duties assigned by the supervisor.
Job Requirements:
- Education : Diploma or above in Logistics, Business Administration, Supply Chain Management, IT, or related fields.
- Language : Proficiency in Mandarin is required (written and spoken), as the role involves communication with Chinese-speaking teams.
- Experience : Prior experience in warehouse management, IT inventory handling, import/export coordination, or administrative support is an advantage.
- Computer Skills : Proficient in Microsoft Excel, inventory systems, and basic office software.
- Personal Attributes :
- Strong attention to detail and accuracy
- High sense of responsibility and integrity
- Excellent organizational and time management skills
- Able to work independently and execute tasks efficiently
- Good communication and teamwork spirit
- Other Requirements :
- Willing to occasionally liaise with external parties (e.g. customs, banks, government offices)
- Ability to multitask and adapt in a dynamic environment
- Seniority level Associate
- Employment type Full-time
- Job function Administrative and Supply Chain
- Industries IT Services and IT Consulting
Referrals increase your chances of interviewing at Cloudengine Digital SDN. BHD. by 2x
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#J-18808-LjbffrAdministrative Assistant
Posted today
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Job Description
Direct message the job poster from Starcage Pet Products Sdn Bhd
- We are looking for an Admin Assistant to join our team and support our daily office procedures.
Location
Position
- Permanent
Working Hours
- Mon – Fri: 8.00am – 5.00pm
- Sat: 8.00am – 2.00pm
Responsibilities
- Managing day-to-day administrative tasks.
- Create and update customer records into database.
- Develop and carry out an efficient documentation and filing system.
- Monitor office supplies and research advantageous deals or suppliers.
- Prepare purchase order and check price comparison from suppliers.
- Monitor transportation process and ensure items are delivering in time.
- Maintains and updates records of warehouse inventory and physical stock.
- Providing administrative support to other departments or projects as needed.
- Performing other duties as assigned.
Requirements
- Candidate must possess at least Professional Certificate, Diploma or Bachelor’s Degree in any field.
- Basic accounting knowledge.
- Excellent customer service and sales skills.
- Proactive with positive working attitudes, computer literate, ability to multi-task and work under minimum supervision.
- Possess own transport.
- Seniority level Entry level
- Employment type Full-time
- Job function Administrative
- Industries Manufacturing
Referrals increase your chances of interviewing at Starcage Pet Products Sdn Bhd by 2x
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#J-18808-LjbffrADMINISTRATIVE ASSISTANT
Posted 1 day ago
Job Viewed
Job Description
Responsibilities:
• Enter and update product and sales data in systems
• Check for accuracy in pricing and stock information
• Prepare simple reports for sales and management
• Support online sales and admin tasks
Requirements:
• High proficiency in Microsoft Excel (formulas, pivot tables, data analysis)
• Good skills in Microsoft Word and PowerPoint
• Careful and detail-oriented
• Able to work independently and in a team
#J-18808-LjbffrBe The First To Know
About the latest Office manager roles Jobs in Malaysia !
Administrative Assistant
Posted 3 days ago
Job Viewed
Job Description
Job Summary:
Seeking a highly organized and proactive Personal Assistant (PA) to provide comprehensive administrative and executive support by conducting research, preparing reports, handling information requests, and performing clerical functions. This includes but is not limited to planning, organizing, managing, executing meetings, relationships, and communicating on behalf of the executives. The ideal candidate will be resourceful, detail-oriented, and capable of handling a wide range of tasks efficiently while maintaining strict confidentiality. They must work with a high degree of autonomy in a fast-paced environment.
Duties & Responsibilities:
- Act as the primary point of contact between the executive and internal/external stakeholders.
- Support General Manager utilizing the highest level of confidentiality and business professionalism.
- Manage and maintain schedules, including appointments, meetings, and travel arrangements.
- Handle correspondence, draft emails, letters, reports, and other documents.
- Coordinate events, conferences, and business engagements.
- Conduct research and prepare presentations or reports as required.
- Work closely and effectively with General Manager to keep him well informed of upcoming commitments and responsibilities.
- Maintain and organize confidential records and files.
- Handle personal errands and tasks as needed.
- Liaise with internal departments and external partners to ensure smooth operations.
- Manage expense reports and track budgets related to executive activities.
- Perform any other duties as assigned to support the executive and the organization.
Minimum & Preferred Qualifications and Experience:
Minimum Qualifications:
- Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
- Exceptional organizational and time-management skills.
- Strong verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to multitask and work under pressure in a fast-paced environment.
- High level of discretion and professionalism in handling confidential information.
- Strong attention to detail and problem-solving skills.
- Flexibility and adaptability to changing priorities.
- A proactive and resourceful approach to tasks and challenges.
- Willing to travel domestically for government-related matters.
Preferred Qualifications:
- Bachelor’s degree in engineering/business administration, communications, or a related field.
- Experience working in a corporate or high-profile environment.
- Familiarity with project management and manufacturing business operations.
Education:
Bachelor’s degree in engineering/business administration, communications, or a related field.
Physical requirements/Work Environment:
This position primarily works in an office environment. It requires frequent sitting, standing, and walking. Daily use of a computer and other computing and digital devices is required. May stand for extended periods when facilitating meetings or walking in the facilities. Some local or international (mainly USA) travel is necessary, so the ability to operate a motor vehicle and maintain a valid Driver’s license is required. The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.
#J-18808-LjbffrAdministrative Assistant
Posted 3 days ago
Job Viewed
Job Description
Handle daily administrative tasks (document filing, data entry, order tracking). Assist with client communication and interdepartmental coordination. Manage office supplies and basic financial records. Support the team with ad-hoc tasks.
Job Requirements
ï¸ Fluent in English and Chinese (written & spoken).ï¸Proficient in MS Office (Word, Excel, PowerPoint).ï¸ etail-oriented, strong communication skills, and a sense of responsibility.ï¸ rior experience in administration/customer service is a plus. Fresh graduates are welcome!
Job Benefits
- Annual Leave
- EPF
- Medical Leave
- SOCSO
- Company Trip
- Compassionate Leave
- Casual Wear
- Company Activities
- Salary Increment
- Nearby public transportation
Administrative Assistant
Posted 3 days ago
Job Viewed
Job Description
Employment Tipe: Full Time
JOB SCOPE / DESCRIPTION:
As an Administrative Assistant at Qualitek (M) Solution Sdn Bhd, you will play a vital rolein supporting the management team and ensuring that the day-to-day operations runsmoothly and efficiently.
Your responsibilities will include:
- Office Management: Oversee the daily administrative operations, includingmanaging office supplies, coordinating meetings, and ensure a tidy and orderly workarea.
- Documentation: Handle all documentation, including preparing, organizing, andmaintaining physical and digital records, reports, and correspondence.
- Communication: Serve as the main contact person for internal and external contact.Answer phone calls, respond to emails, and liaise with clients and suppliers.
- Data Entry & Reporting: Perform data entry tasks, update records, and generatereports as the management requires.
- Scheduling: Manage calendars, schedule appointments, and coordinate meetingsand events.
- Support Services: Provide general administrative support to the team, includingpreparing material for presentations, reports, and any other tasks as needed.
- Customer Service: To attend to visitors and facilitate in answering any queries fromcustomers or visitors.
REQUIREMENTS:
- Minimum Diploma in Office Administration / Business Administration or related fieldis preferred.
- Proven experience as an administrative assistant or in a similar role.
- Proficient in MS Office (Word, Excel, PowerPoint) and basic office equipment.
- Excellent organizational and multitasking skills.
- Strong verbal and written communication skills in English and Bahasa Malaysia.
- Ability to work independently and as part of a team.
Join us at Qualitek (M) Solution Sdn Bhd and be part of a dynamic and growing team!
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