Job Description

The Office Coordinator serves as the primary contact for the Kuala Lumpur office, ensuring a welcoming and professional office environment. This role provides comprehensive administrative support to the regional management team, facilitating smooth daily office operations, and coordinating office activities with attention to details and service excellence.

Responsibilities

• Daily administration tasks providing effective and efficient administration services, which will involve contact and exposure to highly confidential materials and information.
• Meet and greet visitors, employees, and clients at the office.
• Be the point of contact for building issues and security access.
• Be the focal point on arrangement of client and VIP visits to all of the regional offices and the yards.
• Plan and execute on-site and off-site meetings and coordinate company, team building, and office events.
• Communication support with regional announcements, consolidation of information for intranet updates.
• Main focal point for consolidating all regional sustainability reports following in country charity events and local commitments.
• Assist with power point presentation consolidation and preparation.
• Send/receive mail and packages (including coordinating with couriers).
• Manage and maintain office supplies, refreshments, and pantry inventory.
• Vendor and budget management for all office costs (within region).
• Focal point for managing the onshore regional vacation planner.
• Support onboarding for new shore-based employees in the region by arranging building access cards, parking access cards, IT equipment, SIM cards, and other setup requirements in coordination with Human Resources, IT and Supply Chain.
• Low to Med-volume calendaring; coordinating all appointments and meetings, managing conflicts, and working around personal commitments of regional management team.
• Organize domestic and foreign travel, accommodation, and transportation as needed from regional department heads or VPs.
• Perform other duties as assigned by regional management as and when required.

Qualifications and Experience

• Qualification in Business Administration or related field from an accredited college or university advantageous but not required.
• Good IT skills including MS Office applications.
• Excellent communication skills in English, both written and verbal.
• Good attention to detail and organizational skills are required as well as a high level of confidence to work with and report to senior management personnel.
• Experience in an administrative support role and/or experience in a fast-paced organization.
• Personal Assistant experiences advantageous.
• Proven ability to handle confidential information.
• Knowledge of the Oil and Gas Industry is advantageous.