Office Coordinator

Position: Office Coordinator

Location: Kuala Lumpur

Department: HR & Admin

Reports to: General Manager, KL Operations

Overview: The Office Coordinator is responsible for taking care the day-to-day operations of the KL office, ensuring a well-maintained, safe, and engaging work environment. This role oversees vendor and facility management, coordinates employee engagement and wellness activities, and supports administrative functions. The Executive works closely with the HR coordinator and KL Office Management to deliver a cohesive employee experience and acts as a backup for HR-related tasks when needed. The Office Coordinator must be positive, proactive, and collaborative team player.

Key Responsibilities:

Office & Facility Management

• Oversees and is responsible for the maintenance, cleanliness, and functionality of the KL office space.
• Manage relationships with vendors and service providers (e.g., cleaning, security, pantry, maintenance).
• Coordinate office repairs, renovations, and space planning as needed.
• Ensure compliance with health and safety standards and office policies.

Vendor & Procurement Management

• Coordinate with vendors and service providers to ensure timely and quality delivery of services according to business agreement.
• Monitor adherence of service level according to agreements and escalate issues or non-compliance to management.
• Maintain accurate records of vendor performance, contracts, and service schedules.
• Track and manage office inventory and supplies.
• Process vendor invoices and support procurement documentation and reporting.

Employee Engagement & Wellness

• Plan, organize, and execute employee engagement activities, celebrations, and wellness programs as per direction of KL Office Management.
• Collaborate with the HR Coordinator to align engagement initiatives with company culture.
• Gather feedback from staff to continuously improve engagement efforts and table this with KL Office Management.

Administrative Support

• Jointly manage administrative tasks such as office supplies, travel arrangements, and event logistics.
• Maintain documentation and records related to office operations and expenses.
• Support payment processing and expense tracking for office-related costs.
• Assist with updating of SLA data for departments such as Back Office and Customer Service.

HR Support & Backup

• Act as a backup for the HR Executive during his/her absence or peak periods.
• Maintain a consistent HR experience when acting as backup to the HR Coordinator
• Assist with onboarding logistics, employee communications, and HR documentation when needed.
• Maintain confidentiality and professionalism in handling employee-related matters.

Skills & Experience:

• 1–2 years in an office administration, facilities, or HR support role.
• Strong interpersonal skills and curiosity, and a drive to use them to understand the comfort and wellness of KL office team members
• Strong vendor management and SLA monitoring skills.
• Experience in planning and executing employee engagement or wellness programs.
• Excellent organizational and multitasking abilities.
• Strong communication skills in English (written and spoken).
• Proficient in Microsoft Office especially MS Excel; familiarity with procurement or HR systems is a plus.
• Possession of a DOSH (Department of Occupational Safety and Health) certificate is a plus.

Qualifications:

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 1–2 years in an office administration, facilities, or HR support role.
• Excellent communication, project management and interpersonal skills.

Nice to have:

• DOSH (Department of Occupational Safety and Health) certificate

Benefits:

• Competitive salary and bonus structure
• Ongoing professional development opportunities

To apply for this position, please upload your resume and a cover letter detailing your relevant experience. Bell Financial Group/Third Party Platform is an equal opportunity employer and encourages applications from candidates of all backgrounds.