Office Services Assistant - Kuala Lumpur, Malaysia - QNX Software Systems

    QNX Software Systems
    QNX Software Systems Kuala Lumpur, Malaysia

    1 week ago

    Default job background
    Full time
    Description

    Worker Sub-Type:

    Regular

    Job Description:

    Location: Kuala Lumpur, Malaysia

    Position Summary

    As the Office Services Assistant / Receptionist for BlackBerry Malaysia office, you will work closely with the Facilities Team, and will be the first point of contact, both by phone and in person, for all clients, customers and partners. In this position you will provide receptionist and front office duties in accordance with company policies and procedures and take a proactive approach searching for ways to improve the front office/ reception functions at BlackBerry. You will have the opportunity to use your organizational and customer service skills to their full extent and actively encourage an environment that supports teamwork, co-operation & performance excellence

    Responsibilities

  • Covering the duties of reception including but not limited to: switchboard, meet & greet customers, visitors and vendors
  • To oversee contractors and suppliers to ensure agreed budget and service levels are met (against predefined specifications)
  • Assist and support the site that include co-coordinating and maintaining office supplies, mail services, etc.
  • Coordinate & supervise suppliers, vendors, and service contractors on-site during and after business hours
  • Manage the on-site operations matters relating to maintenance, administrative support (e.g. meeting rooms, procurement of pantry and stationery supplies)
  • Analyze and recommend appropriate solution/measure including new ideas on daily operations matter. This includes technical maintenance issues e.g. electrical shutdown, equipment replacement, failure of monitoring system, fire protection system that required further discussion with Facilities team EMEA/APAC, arrange fire drill where needed
  • Lead and support the on-site team in the daily operations of the BlackBerry facility
  • Assume the role of a focal contact person on-site
  • Handle & involve department's planning, implementation of Global Facilities processes & procedures at local site.
  • NetSuite - raise PO for APAC & follow throughout the process, setting up new vendors, assist with implementation of vendor management process including processing & translation of invoices, etc.
  • Be the main point of contact for the office landlord
  • Security access system - granting access, printing of access badges, providing support to Global Security & Logistics department to ensure processes are followed
  • Handling accounts coding, verification of invoice against service agreement, etc.
  • Support stakeholder functions with ad-hoc requests. The requirements will be discussed as and when needed
  • Provide a safe, clean, secured and productive working environment to all BlackBerry employees and visitors
  • Respond to Employee facilities operations requests and other departmental support requests
  • Assist with Payroll and HR related issues, such as recruiting
  • Provide admin support to local team as required
  • Work with Corporate IT to coordinate IT devices arrangement, such as laptop, monitor, network cables
  • Liaison with EHS to maintain employees' health and security
  • Any other function as needed

    • Essential Skills andQualifications

  • Must be confident with written and spoken English and Bahasa Melayu
  • 2 to 5 years' experience working as a Receptionist/Admin Assistant in a corporate environment
  • Experience in front and back-office processes is required with strong administration skills
  • Knowledge and experience in using Microsoft Office programs
  • Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and e-mail functions at a highly proficiency level
  • Strong customer service experience is mandatory
  • Excellent people skills and the ability to interact with all levels of the organization
  • Excellent interpersonal and communication skills (verbal and written)
  • Knowledge of occupational safety requirements
  • Experience with purchasing and invoicing
  • Demonstrated experience with continuous improvement initiatives
  • Demonstrated experience with client reporting and preparation of reports
  • Previous team building experience
  • Analytical and problem solving skills
  • Strong decision making and time management skills
  • Stress management skills
  • Possess cultural awareness and sensitivity
  • Flexible and demonstrated sound work ethic

    • Scheduled Weekly Hours:

    40