Office Services - Administration

A leading organisation at Gurney Paragon Mall, Penang is seeking a dedicated Office Services Administrator to join their people-centric team.

This role offers you the opportunity to be at the heart of office operations and admin, ensuring a smooth and professional environment where everyone can thrive. You will play a pivotal part in supporting leadership, driving operational efficiency, and fostering a culture of collaboration and inclusivity. The organisation is committed to creating a supportive workplace that values diversity, empowers employees, and encourages personal growth. If you are passionate about making a positive impact on your colleagues’ daily experiences and enjoy being the go-to person for all things office-related, this is the perfect opportunity for you. Flexible working opportunities, generous training support, and a warm, communal atmosphere await you.

• Be the central point of contact for office operations, facilities management, and event coordination, ensuring seamless day-to-day functioning.
• Join an inclusive and supportive team that values diversity and empowers every employee to contribute meaningfully to organisational success.
• Enjoy flexible working opportunities and access to ongoing training that supports your professional development within a nurturing environment.

What you'll do:

As an Office Services - Administration based at in Gurney Paragon Mall, Penang, you will be responsible for ensuring the smooth operation of all office services. Your day-to-day activities will involve acting as the central point of contact for both staff and external vendors regarding facilities management and event coordination. You will proactively prepare meeting spaces for events or team gatherings so that everything runs efficiently. When it comes to travel arrangements or corporate bookings—whether vehicles or accommodation—you will handle requests with care and professionalism. Maintaining high standards across all office areas is crucial; you’ll coordinate closely with IT and Facilities teams to resolve any issues swiftly. Managing the facilities helpdesk means responding quickly to service requests or engaging third-party providers when necessary. You’ll also step in during colleagues’ leave periods to ensure business continuity. Health, safety, environment, and quality procedures are integral parts of your role; you’ll conduct regular checks and assist in audits while keeping documentation up-to-date. Vendor management is another key aspect—negotiating agreements and monitoring performance ensures cost-effective solutions without compromising service quality. Admin and secretarial support extends beyond your immediate team; you’ll assist with budgeting tasks as well as onboarding new employees or maintaining essential reports like visitor logs or asset registers. Occasionally you may need to be available after standard hours if maintenance work requires minimal disruption during business times. Your professional judgement will guide daily operational matters—determining whether escalation is needed or resolving issues independently—to uphold service standards throughout the workplace.

• Serve as the primary liaison for the Office Support team, promoting efficiency and ensuring front office operations and despatch activities are managed effectively.
• Champion continuous improvement by evaluating workflows and implementing solutions that optimise service standards across Office Services - Administration.
• Facilitate seamless office events and meetings by preparing rooms and equipment to ensure functionality and comfort for all participants.
• Assist with travel requests for corporate bookings including vehicles and accommodation, purchasing tickets when required to support business needs.
• Maintain presentation standards across meeting and work areas by ensuring cleanliness, proper layout, and fully functional equipment while coordinating promptly with IT and Facilities teams to resolve any issues.
• Oversee facilities helpdesk (Service Desk) requests by addressing issues directly or engaging third-party vendors, cleaners, and maintenance contractors as needed for timely resolution.
• Support business continuity by temporarily covering responsibilities of team members during leave periods to maintain uninterrupted office operations.
• Implement and monitor health, safety, environment, and quality procedures within the Penang office through basic HSEQ checks such as workstation assessments, fire warden/first aid register updates, incident report coordination, and assisting in audits when necessary.
• Manage vendor relationships by negotiating service agreements and monitoring performance to maintain high service standards and cost efficiency.
• Provide general administrative support to the Office Services Lead, Business Services Manager, and other departments as needed including budget planning, procurement, expense monitoring, onboarding/offboarding processes, workspace allocation for new employees, internal reporting such as visitor logs, asset registers, purchase orders, usage tracking for key services.

What you bring:

The ideal candidate for the Office Services - Administration position brings proven experience in administration or travel coordination along with strong technical proficiency using Microsoft Office tools. Your ability to collaborate effectively stems from excellent interpersonal skills—enabling you to build trustful relationships across teams while supporting communal goals. Clear written/verbal communication allows you to convey information professionally whether liaising internally or externally. A results-oriented mindset helps maintain enthusiasm even under tight deadlines; your commitment ensures shared success through cooperative efforts rather than individual achievement alone. Continuous improvement is second nature—you actively seek ways to enhance operational processes within your remit while sharing insights generously among peers. Self-awareness paired with accountability means you take ownership of decisions impacting daily operations; initiative guides your actions so others benefit from your expertise too. Professionalism defines how you interact respectfully with supervisors/colleagues—creating an inclusive atmosphere where everyone’s happiness matters.

• Minimum Diploma holder in Hospitality & Tourism Management or Business Administration or relevant field demonstrates foundational knowledge essential for this role.
• Proficiency in Microsoft Office for Business enables efficient handling of documents, spreadsheets, presentations, scheduling tools required in administration.
• Relevant experience in administration or travel coordination provides valuable insight into managing complex logistics within an office setting.
• Strong interpersonal skills foster effective collaboration among colleagues while building dependable relationships across departments.
• Excellent written and verbal communication skills ensure clarity when interacting with staff members or external partners.
• Results-oriented approach maintains positivity under pressure while supporting others in meeting deadlines through teamwork.
• Commitment to continuous improvement drives operational effectiveness within scope of responsibility.
• Self-awareness combined with accountability guides decision-making processes that benefit both individual actions and overall team outcomes.
• Initiative shown through guiding/supporting others enhances knowledge sharing which boosts collective performance.
• Professional attitude coupled with respect toward supervisors/colleagues creates a pleasant work environment where everyone feels valued.

What sets this company apart:

This organisation stands out because it places its people at the centre of everything it does—ownership lies with employees who are empowered not only to make decisions but also take pride in their contributions. The workplace is intentionally inclusive: diversity is celebrated so that every voice reflects the communities served locally. Supportive leadership fosters collaboration rather than hierarchy; each member’s happiness is genuinely considered alongside operational efficiency. Training opportunities abound so you can grow professionally within a nurturing environment that values both personal development and communal achievement. Flexible working arrangements further demonstrate commitment toward employee wellbeing—ensuring balance between work responsibilities and life outside the office. Here you’re not just another link in a chain but a valued human whose fulfilment matters deeply—a place where kindness prevails over bureaucracy.

What's next:

If you are ready to make a meaningful difference in a supportive team environment —apply now!

Apply today or email me at suann.tanoon@robertwalters.com.my to discuss this exciting opportunity further.

Do note that we will only be in touch if your application is shortlisted.

Agensi Pekerjaan Robert Walters Sdn Bhd
Business Registration Number : 729828-T
Licence Number : JTKSM 423C