Full Time Admin Jobs, in Alcon Selangor - Maukerja

At Alcon, we are inspired by the meaningful work we do to help people see brilliantly. As the global leader in eye care, we boldly innovate, champion progress, and act with speed. We recognize and celebrate the contributions of our people, offering career opportunities that empower growth and fulfillment. Together, we go above and beyond to make a lasting impact on the lives of our patients and customers. We cultivate an inclusive culture and invite diverse, talented individuals to join us in shaping the future of eye care.

Admin (Center Administrator) is responsible for supporting workplace operations, employee engagement programs, internal communications, visitor management, vendor coordination, procurement administration, inventory management, and overall office governance activities. The role serves as a central point of coordination across multiple business functions to ensure the smooth execution of daily office operations while fostering a positive workplace environment and delivering an exceptional employee and visitor experience.

The position works closely with employees, leadership teams, service providers, vendors, and external stakeholders to coordinate events, communications, workplace initiatives, administrative activities, procurement processes, and operational support. The role also contributes to continuous improvement initiatives by enhancing administrative processes, strengthening workplace services, and supporting employee engagement programs that align with organizational objectives.

Additionally, the Admin (Center Administrator) is responsible for ensuring compliance with company policies, internal controls, workplace guidelines, procurement procedures, and administrative standards while maintaining a professional, efficient, and engaging office environment.

• Support daily workplace operations to ensure efficient office functionality and a positive employee experience.

• Coordinate meeting logistics, conference room bookings, catering arrangements, event preparations, and workplace support activities.

• Maintain organizational records, employee directories, distribution lists, reports, and administrative documentation.

• Manage office supplies, stationery inventory, workplace materials, and replenishment activities to ensure uninterrupted business operations.

• Coordinate printing services, office signage, branding materials, promotional items, and administrative requirements.

• Support mailroom operations, courier services, document deliveries, and internal administrative requests.

• Manage internal communication activities through various communication channels to ensure timely dissemination of information.

• Develop and publish employee announcements, recognition content, visitor communications, milestone celebrations, and engagement campaign materials.

• Maintain workplace communication platforms and digital displays with accurate and relevant information.

• Support leadership visits, town halls, employee engagement activities, celebrations, appreciation programs, and workplace events.

• Coordinate event logistics, including venue arrangements, catering services, transportation, event materials, gifts, merchandise, and vendor engagement.

• Ensure successful execution of employee experience initiatives that strengthen workplace culture and engagement.

• Coordinate visitor arrangements, schedules, welcome materials, site logistics, and communication activities for internal and external visitors.

• Support pre-visit planning activities and post-visit follow-up communications to ensure a positive visitor experience.

• Serve as a key point of contact for vendors, suppliers, and service providers supporting workplace operations.

• Facilitate vendor onboarding, service coordination, quotation requests, contract documentation, and performance monitoring activities.

• Support procurement processes by obtaining quotations, creating purchase orders, tracking expenditures, and coordinating invoice processing.

• Maintain inventory records for office supplies, promotional merchandise, welcome kits, event materials, and workplace assets.

• Coordinate administrative activities to support office operations, meetings, employee programs, and business requirements.

• Monitor office supply inventory levels and proactively initiate replenishment activities.

• Manage purchase order creation, invoice tracking, payment follow-up, and procurement documentation.

• Maintain expenditure trackers, procurement records, and financial documentation in compliance with company processes.

• Coordinate workplace maintenance requests and liaise with vendors to ensure timely service delivery.

• Support employee engagement programs by preparing communication materials, event logistics, attendance records, and post-event reporting.

• Manage visitor schedules, access arrangements, welcome experiences, and logistical requirements.

• Coordinate recognition programs, including certificates, awards, gifts, and employee appreciation initiatives.

• Maintain inventory controls for workplace assets, event merchandise, welcome packs, and office materials.

• Conduct periodic inventory reviews and support replenishment planning to ensure stock availability.

• Prepare reports, trackers, presentations, and administrative documentation for leadership and business stakeholders.

• Collaborate with cross-functional teams to support workplace initiatives, leadership visits, communication campaigns, and business events.

• Support continuous improvement efforts by identifying opportunities to enhance workplace services and administrative efficiency.

• Ensure administrative activities are conducted in accordance with company policies, procedures, and operational guidelines.

• Maintain accurate, complete, and auditable records related to procurement, vendor management, inventory, workplace operations, and office administration.

• Support compliance with internal controls, procurement requirements, financial governance standards, and audit requests.

• Ensure purchase orders, invoices, contracts, quotations, and supporting documentation are processed in accordance with approved procedures.

• Complete all mandatory compliance, workplace safety, and regulatory training within established timelines.

• Identify administrative process gaps and support implementation of corrective actions and continuous improvement initiatives.

• Promote a culture of accountability, professionalism, and adherence to workplace standards.

• Demonstrate Alcon values through collaboration, accountability, inclusiveness, customer focus, and continuous improvement.

• Foster productive working relationships with employees, leaders, visitors, vendors, and external stakeholders.

• Support workplace culture initiatives that enhance employee engagement, recognition, and organizational connectivity.

• Share knowledge, best practices, and process improvements with stakeholders and team members.

• Support workplace changes, office transitions, organizational initiatives, and communication activities as required.

• Contribute to a positive and service-oriented workplace environment that promotes operational excellence and employee satisfaction.

(minimum/desirable)

• Diploma or Bachelor's Degree in Business Administration, Office Management, Communications, Human Resources, Hospitality Management, or a related field.

• Professional certifications in Office Administration, Event Management, Communications, Project Coordination, or Facility Management are an added advantage.

• Fluent in written and spoken English.

• Proficiency in Bahasa Malaysia is preferred.

• Additional language capabilities are considered an advantage when supporting employees, visitors, and regional stakeholders.

• Minimum 2 to 4 years of experience in Administration, Office Operations, Workplace Services, Event Coordination, Employee Engagement, Facilities Support, or related functions.

• Experience supporting workplace operations, senior leadership visits, employee events, and office administration activities.

• Experience coordinating vendors, suppliers, procurement activities, and invoice management processes.

• Familiarity with internal communications, employee engagement programs, and workplace culture initiatives.

• Experience managing multiple priorities and collaborating with cross-functional stakeholders in a dynamic environment.

• Experience within multinational corporations or shared services environments is preferred.

• Proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, Outlook, and Teams.

• Experience using SharePoint and workplace collaboration platforms.

• Knowledge of procurement systems, purchase order management, and invoice administration processes.

• Strong reporting, documentation, and presentation preparation capabilities.

• Ability to manage trackers, records, inventories, and workplace-related data accurately.

• Strong organizational and multitasking skills with excellent attention to detail.

• Exceptional communication and stakeholder management capabilities.

• Customer-service mindset with a passion for creating positive employee and visitor experiences.

• Strong problem-solving skills and ability to work independently.

• Proactive, adaptable, and resourceful in managing workplace priorities.

• Ability to work effectively in a fast-paced and collaborative environment.

• High level of professionalism, discretion, and accountability.

• Capable of managing multiple projects and deadlines while maintaining service quality and operational efficiency.

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