Office Administration & Engagement Executive (1 Year Contract) - Kuala Lumpur

Administrative Assistants (Administration & Office Support) As part of our People, Culture, Tech, Travel company, we are looking for someone to be part of an emerging & fast-growing company that can contribute and manage day-to-day office administration and operations to ensure an amazing Workplace Experience, efficient operation of the Office, Facility and Safety at Agoda KL offices. In this role, we expect you to:

• Engage with KL office employees to ensure smooth office operation, striving to maintain the highest standard, safe & amazing place to work.
• Plan, organize and execute office events, projects, operations & activities to promote employee engagement, positive office culture, celebrations, townhalls, CPR/fire evacuation training, annual social parties, etc.
• Be the center point of contact internally & externally, working closely with multiple teams & sites, building rapport with building management, vendors, suppliers & contractors.
• Manage office accounts, including purchasing office supplies within budget, processing payment/invoice requests, and ensuring timely payments.
• Maintain office supplies inventory, track stock, place orders as necessary, and ensure optimal stock levels.
• Manage office facilities and liaise with vendors for repairs and maintenance, ensuring the office is in top condition at all times.
• Oversee procedures to ensure Agoda compliance & SOP.
• Manage security and cleaning staff.

• At least 2 years of experience in handling office activities and office administration.
• Proven experience in office administration, engagement, or related roles.
• Strong ability to multitask, excellent planning skills, and the ability to handle multiple assignments/projects.
• Energetic, results-oriented individual who thrives in a fast-paced, multinational environment.
• Exceptional interpersonal skills, attention to detail, problem-solving, negotiation, and listening abilities.
• Great attention to detail and ability to meet tight deadlines.
• Able to work in a fast-paced environment aligned with Agoda’s values: Move Fast, Take Ownership, Be The Best, Experiment & Measure with high integrity & discretion.
• Professional appearance and demeanor.
• Positive, can-do attitude and passion for improving efficiency.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Diploma or Degree holder in any field.
• Helpful and supportive team player.
• Punctual.

1. Visitors’ management and reception tasks:

• Manage and ensure reception and rear entrances of the building are clean, tidy, and present a business-like image.
• Welcome employees and new hires, delivering badges, headsets, and instructions.
• Greet guests at the reception and provide correct directions.
• Register, prepare, and provide badges to authorized visitors/guests and collect them after their visit.
• Follow special visit procedures after completing compliance training.
• Handle inbound and outbound calls, providing assistance and accurate information.
• Assist in preparing training materials.
• Assist in applying for work permits from building management.
• Print and display posters around the office.

• Office & Facility management:

• Provide equipment and resources to meet employee needs.
• Manage office wear and tear and facility maintenance.
• Ensure all office wear and tear and faulty equipment are fixed within 3-5 working days.
• Ensure vendors come for routine services as scheduled.
• Ensure washrooms are stocked with supplies and notify management if low.
• Assist with seasonal parking allocation.

• Office supply & stock management:

• Manage purchasing and distribution of office supplies.
• Verify purchase orders with invoices before requesting payment.
• Manage pantry supplies and place orders when stock is low.
• Request payment for all purchases and ensure no late payments.
• Forward reports to Payroll teams for deductions in case of lost company properties.

• Safety management:

• Ensure health and safety requirements are met in the working environment.
• Maintain office security by following safety procedures.
• Conduct regular fire alarm checks and perform security checks.
• Notify relevant departments of routine fire alarm checks and yearly fire evacuation drills.
• Purchase food and beverages and organize catering.
• Book venues and conduct venue inspections.
• Send out invitations to office employees.
• Manage cleanliness and professionalism in the office.
• Ensure security staff adhere to office SOP & IT security compliance.
• Review contracts and communicate with the Workplace Experience team.
• Control costs by preparing an office expenses budget.
• Follow up on bills/invoices for timely payment.
• Build rapport with vendors for favorable pricing and services.
• Arrange contract renewals as necessary.

• Additional Main Tasks:

• Arrange and handle all office activities (e.g., CNY, townhall, monthly birthday celebrations).
• Assist in onboarding new hires.
• Perform ad hoc tasks/projects from managers/site leads.