Full Time Office Administrator Jobs, in CLOUD IOT Federal Territory - Maukerja

Job Summary:

We are seeking a proactive, highly organized, and detail-oriented individual to join our team as an Office Administrator. This full-time role encompasses comprehensive office management, inventory coordination, and administrative support to ensure efficient day-to-day operations. Additionally, the successful candidate will provide dedicated assistance to the management team through scheduling, coordination, and communication support. This position offers dynamic exposure to both office operations and executive support within a fast-paced environment. The role supports the Office Administration function of Shared Services across the holding company and its subsidiaries, covering purchasing, contract stamping, vendor registration, license renewals, office upkeep and ISMS documentation, working through structured workflows with clear deadlines and service levels.

Key Responsibilities:

Office Management Assistance

• Support daily office operations to ensure smooth business activities.
• Help maintain office tools, equipment, filing systems, and enforce safety protocols (e.g.,
• Maintaining SharePoint Documentation, emergency exit plan, First Aid Kit).
• Liaise with building management and service providers for office maintenance, repair, and installations.
• Monitor the performance of cleaning services and oversee cleanliness standards.
• Collect incoming letters and parcels from the mailroom or courier.

Office Upkeep & Maintenance

• Carry out scheduled weekly or fortnightly office inspections, assessing conditions on the spot and recording photos.
• Raise a defect item for every failed check or reported issue, with an owner, photo and target closure date, and notify the responsible contractor.
• Log reactive maintenance requests through the request form instead of verbal reports, so every issue raised is tracked.
• Coordinate preventive and routine maintenance (e.g., air-conditioning, electrical systems, internet, phone, photocopier, pest control, fire safety, filters, disinfection service) according to the scheduled reminders.
• Close defects only once an after photo is provided, keeping a before-and-after record for each issue.

Purchasing Requests

• Receive purchasing requests from PICs through email/Teams, confirming the need, budget and deadline.
• Obtain quotations and prepare a comparison sheet within 5 working days, checking rates from the approved vendor panel first.
• •Discuss options with the PIC, record the agreed choice and route it to the sponsor or Finance for approval based on the value threshold.
• Follow up on approvals and escalate to the sponsor if no decision is made within 3 working days.
• Complete the purchase, update Finance, and file the invoice or receipt into Shared folder.

Contract Review & LHDN Stamp Duty

• Review contracts raised by the Operations team for terms, obligations and risk exposure, and coordinate proposed amendments with the counterparty until both parties sign.
• Upload signed contracts and record the execution date in the stamping tracker, noting the 30-day statutory stamping deadline.
• Classify each instrument and submit it for stamping on MyTax e-Duti Setem within 30 days of execution, so that Finance can pay the stamp duty within 30 days.

Vendor Registration

• Handle requests from Sales/BD to register the company as a vendor with clients, and submit registrations within 3 working days of the request.
• Complete client registration forms and following up with the client’s procurement team.
• Keep the document pack up to date (e.g., financial statements not older than 12 months, bank letters not older than 3 months, valid certificates).
• Record vendor codes, client contacts and re-registration dates in the registration tracker so that no re-registration is missed.

License & Certification Renewals

• Maintain all relevant licenses issued by any gov authorities which includes car insurance and road tax renewals.
• Act on staged renewal reminders (from 120 days before expiry) and prepare the required documents from 90 days before expiry.
• Submit renewal applications, arrange payment and coordinate premises inspections with the relevant authorities; escalate to the sponsor if a renewal has not been submitted 45 days before expiry.
• File renewal evidence, archive the previous certificate and update the new expiry date in the register, with the goal of zero lapsed licenses.

Inventory Management

• Assist in sourcing and tracking office supplies (e.g., stationery, pantry items, plants).
• Maintain the standard pantry basket and scheduled standing order for each site, consolidating orders for both offices into same-day deliveries.
• Conduct weekly stock counts against par levels and handle staff supply requests submitted through the request form, acknowledging them on the same day.
• Receive and check deliveries for quantity and quality, and raise any issues with suppliers.
• Maintain an accurate inventory record and ensure timely replenishment.

Staff Engagement & Events

• Assist in organizing staff activities such as festive and birthday celebrations, and teambuilding events, based on the annual event calendar supplied by HR.
• Follow the event timeline: confirm budget and vendor 30 days before the event, place orders 14 days before, and finalise headcount from RSVPs 7 days before.
• Work with the standing panel of pre-qualified caterers and track actual spending against the budget for each event.
• Contribute to office decoration efforts during festive seasons or events.

ISMS Document Management

• Maintain the controlled document register (document ID, version, classification, owner and next review date) on SharePoint.
• Follow up with document owners on review-due reminders and route revised documents through the draft, review and approval workflow.
• Publish approved versions, archive superseded versions, and track staff acknowledgement of each version, including new joiners.
• Prepare the document audit pack for ISMS audits.

Administrative Support

• Assist in welcoming and guiding office visitors (e.g., access card registration, locating departments).
• Process access cards for new joiners upon notification from HR: apply to building management, log the invoice for Finance payment, register the card and hand it over with acknowledgement before the start date.
• Arrange temporary access and alert the sponsor if a new joiner’s card is not ready 3 working days before the start date.
• Collect returned access cards from leavers, arrange deactivation and update the access card
• register.

Job Requirements

• Strong organizational and time management skills.
• Effective verbal and written communication skills.
• High attention to detail and strong problem-solving abilities.
• Flexible and adaptable to various tasks and changing priorities.
• Customer service-oriented with a professional and empathetic approach.
• Demonstrates integrity and ability to handle confidential information.
• A team player who enjoys working collaboratively.
• Comfortable using digital tools such as SharePoint, Microsoft Teams and online forms to track tasks and deadlines.