Office and Administration Specialist

This organisation is seeking an Office and Administration Specialist to join their Penang office, where your commitment to operational excellence and collaborative spirit will be highly valued.

As a people-centric workplace, you will thrive in an environment that prioritises inclusivity, support, and personal growth. You will play a pivotal role in ensuring the smooth running of office operations, contributing to a culture that celebrates diversity and empowers employees to make meaningful decisions. The organisation offers flexible working opportunities, generous training programmes, and a nurturing atmosphere where every team member’s happiness and well-being are paramount. If you are passionate about fostering efficiency, supporting colleagues, and maintaining high standards across office services, this is your opportunity to make a real impact.

What you'll do:

As an Office and Administration Specialist in Penang, you will be entrusted with overseeing the daily operations of the office environment. Your role will involve acting as the main point of contact for facilities management and event coordination while supporting both leadership teams and colleagues in achieving operational efficiency. You will facilitate seamless meetings by preparing spaces and equipment; assist with travel arrangements; uphold presentation standards; manage helpdesk requests; coordinate with vendors; implement health and safety procedures; provide administrative support; handle budget planning; oversee onboarding processes; prepare internal reports; cover duties during staff absences; and respond flexibly to after-hours maintenance needs. Success in this position requires a proactive approach to problem-solving combined with a genuine desire to foster collaboration among teams. By consistently delivering high-quality service across all aspects of office administration—while championing continuous improvement—you will contribute significantly to creating a safe, efficient workplace where everyone can thrive.

• Serve as the primary point of contact for all office operations, including facilities management and event coordination, ensuring seamless day-to-day functioning.
• Act as the central liaison for the Office Support team, promoting efficiency and supporting team members managing front office operations and despatch activities.
• Champion continuous improvement by evaluating existing workflows and implementing solutions that optimise efficiency and elevate service standards across Office Services.
• Facilitate successful office events and meetings by preparing rooms and equipment, ensuring everything is functional and ready for use.
• Assist with travel requests for corporate bookings such as vehicles and accommodation, purchasing tickets when required to support business needs.
• Maintain presentation standards across meeting and work areas by ensuring cleanliness, proper layout, fully functional equipment, and prompt coordination with IT and Facilities teams.
• Oversee facilities helpdesk requests by addressing issues directly or engaging third-party vendors, cleaners, or maintenance contractors for timely resolution.
• Support business continuity by temporarily covering responsibilities of team members during leave periods to ensure uninterrupted office operations.
• Implement and monitor health, safety, environment, and quality procedures within the Penang office through basic HSEQ checks, incident report coordination, audits, documentation maintenance, inductions, and emergency information visibility.
• Manage vendor relationships by negotiating service agreements and monitoring performance to maintain high service standards while ensuring cost efficiency.
• Provide general administrative support to the Office Services Lead, Business Services Manager, and other departments as needed.
• Assist in budget planning, procurement processes, expense monitoring for office operations, onboarding/offboarding new employees, workspace allocation, internal reporting including visitor logs, asset registers, purchase orders, usage tracking for key services.
• Be available after standard working hours when maintenance or repair work involving noise or disruption must be carried out outside business hours.

What you bring:

To excel as an Office and Administration Specialist you will bring proven experience in administrative roles—ideally within hospitality or business environments—alongside proficiency in Microsoft Office tools. Your ability to communicate clearly both verbally and in writing will enable you to collaborate effectively with diverse teams. You should have demonstrated success coordinating travel arrangements or managing office logistics. Your interpersonal skills will shine as you nurture positive relationships among colleagues while supporting them during busy periods or challenging situations. A keen eye for detail combined with accountability ensures that you maintain high standards across all areas of responsibility—from vendor management through health & safety compliance. Your proactive attitude means you are always looking for ways to improve processes or share knowledge that benefits the wider team. Respectful professionalism underpins every interaction whether assisting leadership or responding promptly to urgent maintenance needs after hours.

• Minimum Diploma holder in Hospitality & Tourism Management or Business Administration or relevant field is required for this role.
• Proficiency in Microsoft Office applications is essential for handling business tasks efficiently.
• Relevant experience in administration or travel coordination is considered an added advantage for candidates applying for this position.
• Demonstrates strong interpersonal skills that foster effective collaboration within teams across departments.
• Exhibits solid written and verbal communication abilities with clarity and professionalism when interacting with colleagues or external partners.
• Maintains a results-oriented attitude under pressure while supporting others in meeting deadlines through teamwork.
• Promotes efficiency within the scope of responsibilities by identifying opportunities for continuous improvement in workflows or service delivery.
• Shows self-awareness and accountability in all actions taken during daily operational matters.
• Takes initiative to guide others proactively sharing knowledge that enhances team performance as well as operational effectiveness.
• Displays respectfulness towards supervisors and colleagues while maintaining professionalism at all times.

What sets this company apart:

This engineering consultancy organisation stands out as an employee-owned entity where every individual’s happiness is genuinely considered part of its core values. The workplace is renowned for its human-friendly ethos despite its size—ensuring each person feels valued not merely as part of a chain of command but as someone whose well-being matters deeply. Diversity is celebrated here: the company strives to reflect the communities it serves by attracting talented professionals from varied backgrounds who enrich its culture through their unique perspectives. Employees are empowered with decision-making authority which fosters innovation alongside collaboration—a rare combination that makes coming to work both rewarding and inspiring. Flexible working opportunities allow you to balance professional ambitions with personal commitments while generous training programmes support your ongoing development. The supportive leadership encourages open communication so ideas can flourish freely without fear of hierarchy stifling progress. This nurturing environment ensures everyone has access to resources needed for growth—whether it’s learning new skills or advancing within the organisation—and creates lasting bonds among colleagues who share mutual respect as well as common goals.

What's next:

If you are ready to join a truly people-centric organisation where your contributions matter every day apply now!

Apply today or email me at jack.moh@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