Office Administrator

Welcome to GO Asia

GrowthOps is a marketing transformation agency, consistently awarded the top Customer Engagement agency in APAC. For over 15 years, we’ve been helping brands go to market in Asia by integrating strategy, design, technology and AI. Trusted by enterprises and high-growth innovators, we specialise in supporting media, MarTech and creative operations across financial services, telecommunications, transportation, ecommerce, energy and more. GrowthOps is part of The Applied AI Company.

About your new role!

Building management

• Act as the main contact with the building management office, JMB/MC and landlord on tenancy matters, service charges and house rules.
• Arrange and track access cards, car park bays and visitor passes for staff and guests.
• Report building defects (lifts, plumbing, lighting, water leaks) and follow up until fixed.
• Coordinate fire drills, evacuation plans and fire warden lists; keep fire extinguishers and the Bomba fire certificate (FC) up to date.
• Support workplace safety under OSHA 1994, including first aid kits and incident records.
• Manage office security: keys, CCTV, alarm codes and after-hours access requests.

Facilities administration

• Schedule and supervise vendors for aircon servicing, cleaning, pest control, printer and IT hardware maintenance.
• Keep a maintenance calendar and service contract register with renewal dates.
• Request quotations (minimum three), raise purchase orders and check invoices before payment.
• Pay and monitor utility and service bills: TNB, water, internet (e.g. TM Unifi) and telephone.
• Maintain the office asset register, stationery stock and courier arrangements (Pos Laju, GDex, J&T).
• Manage meeting room bookings, office layout changes and minor renovation works.
• Handle company vehicle matters such as insurance renewal, servicing of facilities and others where applicable.

Pantry & Office Event management

• Restock pantry supplies weekly: coffee, tea, Milo, sugar, creamer, biscuits, drinking water and cleaning items.
• Track stock levels and monthly pantry spending against the approved budget.
• Keep the pantry clean and hygienic with the cleaning team, including fridge clear-outs every Friday.
• Maintain pantry equipment (water dispenser filters, coffee machine, microwave, fridge) and arrange servicing.
• Arrange refreshments for meetings, festive celebrations (Hari Raya, Chinese New Year, Deepavali, Christmas) and staff birthdays.
• Act as the main Organiser/ coordinator for Office related events that are both internal and external (including visiting clients, universities and potentially others)
• Update and share pantry house rules, and collect staff feedback on snacks and drinks.

HR administration

• Manage in house visits by managers and facilitate visitor approvals
• Distribute year-end documents such as EA forms to employees once finance issues them.
• Handle offboarding: resignation letters, exit checklists and return of company assets.
• Manage physical letters to Company and staff by delegating to the right personnel
• Work with HR and IT for onboarding of new joiners

What would be ideal:

Qualifications

• Diploma in Business Administration, Office Management, Human Resource Management or a related field; a degree is an advantage.
• Profiency in Bahasa Malaysia and English.
• Certificates that are a plus: First Aid and CPR, Fire Warden training, or HRD Corp-funded courses in office or HR administration.

Experience

• 2 to 4 years in office administration, facilities or general admin, ideally in a corporate office.
• Hands-on experience managing vendors such as cleaning, aircon and pest control, including quotations and purchase orders.
• Experience dealing with building management or JMB on access cards, defects, renovations and fire drills.
• Exposure to HR admin work such as onboarding, EPF, SOCSO and EIS registration, and personnel records.
• Candidates with less experience but a strong admin internship may be considered for a junior role.

Skills

• Working knowledge of EPF, SOCSO, EIS and the Employment Act 1955.
• Good written and spoken Bahasa Malaysia and English
• Comfortable with Microsoft Office or Google Workspace; HR software
• Organized, proactive and able to handle several tasks at once.
• Own transport, as the role may include errands to vendors, banks and government offices.