About the role
A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. This role requires strong coordination skills to facilitate efficient operations and support a well-organized workplace. Additionally, the position will serve as a backup to the GBS Office Administrator and collaborate with the Site Lead on office engagement initiatives.
Key Responsibilities includes
1. Facilities Management
• Liaise with and be the main point of contact for building management for office premises defect, rectification issues and day-to-day office management including office security contact
• Liaise with external vendors / service providers for any office and facilities related issues e.g.: Office Lights, Air-con, Coffee machine, Office Furniture, copier machine, monitor performance of cleaning services vendor/cleaner on office cleanliness.
• Manage relationships with facility vendors
• Support office expansion and scope up projects
• Assess office requirements for supplies, equipment, or services and coordinate with departments to consolidate purchase needs
• Ensure office equipment, utilities and facilities are in good working condition
• Conduct safety checks and coordinate fire drills and emergency response plan
• Ensure workplace safety compliance and liaise with building management on regulatory requirements.
• Manage vendor negotiations for office supplies and services
• Manage vendor contracts for cleaning, security, pantry supplies and office maintenance
• Monitor office supplies, stationery, pantry items and equipment
• Ensure meeting rooms are well equipped and maintained for daily use
• Coordinate with building management for facility concerns
• Ensuring service agreement/expiry date are kept up-to-date such as Fire Extinguisher, Water Dispenser.
2. Employee Engagement & Experience Initiatives
• Partner with the Site Lead to design and execute employee engagement activities for the site.
• Plan and execute Factory and Academy experiences for the GBS KL Hub.
• Support internal employee experience programs, including team building activities and wellbeing initiatives.
• Coordinate with vendors for event setup, branding materials and giveaways
• Manage logistics for site-wide celebrations (eg: festive events)
• Organize internal & external GBS conferences and meetings including invitations, itineraries, meeting rooms, catering, transport and meeting agenda, etc.)
• Ensure effective communication within the GBS
• Ensure timely dissemination of important updates, policy changes and key initiatives
• Managing internal communication channels (eg: Microsoft Teams, Share points etc.)
• Collaborate and supporting activities with HR Team
3. Document Management
• Assist in document scanning, coding, and filing
• Manage all incoming local and international couriers and mail, including distribution and maintaining records of received documents and parcels.
• Create and submit purchase request
• Track status of purchase requests and escalate delays if needed
• Performing other ad-hoc duties when needed
4. Backup to GBS Office Administrator
• Provide coverage for the GBS Office Administrator as needed, ensuring smooth front desk operations
• Assist with visitor management, office coordination, and other administrative tasks when required.
About you
• Possess at least Diploma/Degree in Office Management or Administration or secretarial science or any other related fields.
• Minimum 3 years working experience in office management or administration
• Competency in Microsoft applications
• Experience in handling office errands, refreshments, and basic administrative tasks is an advantage
• Experience in a GBS (Global Business Services) environment is a plus
• Organizational and coordination skills
• Strong in English communication (Verbal & Written)
• Experience in event planning and coordination is an added advantage
• Fully on-site with no hybrid due to the nature of the role. Working hours are Monday - Friday, 9:00AM - 6:00PM