GBS APAC Office Assistant

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with our customers, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions. There’s much to learn and many to learn from, with more than 16,000 employees around the world to explore ideas and ambitions with. 
Feel empowered in our modern Malaysian sites. Be part of an international community made up of 250 colleagues from 14 different nationalities, where collaboration and friendship meets excellence. Every day, your passion, your creativity, and your growth will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature.

GBS APAC Office Assistant- Your future position?

The purpose of this position is to be responsible for facilities management of office, coordination of office management activities and to perform administrative tasks to ensure efficient operations of the office/business unit. This includes support personnel in their duties, according to company’s policies and local requirements, organize, coordinate and host events/workshops in the delivery center. Additionally, this includes maintaining security protocols according to procedure, issuing access card etc.

Core Responsibilities:

     Facilities Coordination & Management

• Monitor, manage and maintain overall facilities management services.
• Support work order management for internal customers and vendors as and when necessary.
• Ensure consistent and no interruption of office supplies (covering machines, pantry, stationary etc.)
• Handle mail/parcel related activities along with receptionist.
• Be the liaison for GBS office with Office building management on any feedback, service request and follow up.
• Arrange and keep track on scheduled services (office equipment, pest control, carpet cleaning, safety equipment validity etc)
• Coordinate local logistics, food and beverages arrangement for meetings, events organized in office.
• Be the focal point for any facilities related situation and provide solution whenever applicable.
• Local Travel Coordinator with travel agency
• Responsible for New joiner onboarding from facilities perspective, welcome pack management

     Service Level Agreement Management

• Ensure SLA according to Givaudan and Facilities management provider.
• Identify potential challenges, improvement opportunity.

     Compliance

• Ensure full compliance of standard and process according to Givaudan Policies/Guideline, inclusive of building related process.
• Be the authorized Stamping personnel for GBS- submit stamping in Government portal and manage payment.

     Order/Supply Management and bookkeeping

• Manage office supply purchase.
• Manage documentation of facilities management, including key management, merchandise management
• Ensure Purchase orders are issued with proper approvals, and perform goods receipt (GR) upon completion of deliveries or service, till Invoice handling.
• Support company legal documentation signing process.

     Support:

• Support in visitor management which includes manage Visitor Tracker, issue visitor passes, logistics and maintain visitor logs, alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employees, upholding the Company Safety Protocol
• Make sure that reception area and common areas are always neat and tidy by doing daily check-ups.
• Ad hoc administrative tasks based upon requests received from the organization or the DC head.
• Back up for receptionist (when necessary)

Your professional profile includes:

• Possess a Diploma/ College degree or equivalent in any discipline.
• Fluent in English and Malay. Able to converse in any local languages will be added advantage.
• 3-5 years of experience in administration, office management
• Experience in MNC office environment is preferred.
• Highly detail-oriented, agile multitasker who takes full ownership of work, customer-oriented and independent.
• Strategic problem solver with excellent planning, interpersonal, and time-management skills
• Possess SAP experience

What we offer: 

• Best-in-class benefits, competitive pay, and a nurturing and progressive environment
• Excellent opportunities for progressive learning and development
• A creative team environment that will inspire you
• Comprehensive healthcare plans

*LI-Y

At Givaudan, you contribute to delightful taste and scent experiences that touch people’s lives.
You work within an inspiring teamwork culture – where you can thrive, collaborate and learn from other talented and passionate people across disciplines, regions and divisions.
Every essence of you enriches our world.
Diversity drives innovation and creates closer connections with our employees, customers and partners.
Givaudan embraces diversity and is committed to building an inclusive environment where everyone impacts our world.