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