GBS Office Coordinator

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