Facilities Administrator

Huntsman Global Business Services
Full Time
Application ends: April 8, 2024
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Job Description

Huntsman Global Business Services is now looking for a dynamic individual as a Facilities Administrator.

 

Facilities Administrator for Huntsman Global and Asia Pacific GBS Hub situated at Petaling Jaya will provide best in class, end to end facilities and administrative services. This role is key to facilitate and enable smooth and efficient running of Hub operations.

 

Key accountability of this role includes management of purchasing and vendors by coordinating with relevant teams, employee well-being, guests and travel management, safety and compliance, and day to day office management. This role reports to the Facilities and Administrative Manager and will have interactions at all levels at the Hub including the GBS Hub Leader, Human Resources and janitors.

 

To be successful in this role, the Facilities Administrator will be an effective communicator, pro-active problem-solver, has a passion for people with pleasant demeanor, able to work cross-functionally and as a team, and take pride in creating a vibrant and inclusive work environment.

The ideal candidate will be located in Kuala Lumpur, Malaysia.

 

As a Facilities Administrator you will:

Facilities Operations

Manage janitors to ensure proper office upkeeps and other activities
Oversees facilities maintenance and repairs
Work with Human Resource team to facilitate and support onboarding and offboarding (access cards, workspace, etc.)
Facilitate and support employee engagement programs
Manage / facilitate parking space registrations
Maintain inventory of phone lines including mobile phones
Manage office consumables – pantry, stationeries, etc.
Support events management, booking of meeting rooms and venues
Perform basic troubleshoot and coordinate with Global IT team to resolve IT related issues (e.g., conferencing system)
Manage reception, calls and couriers
Purchasing and Vendor management

Monitor and manage critical vendors to ensure service continuity (lease, utilities, etc.)
Maintain inventory of vendors and contracts within designated system
Initiate vendor creation and onboarding process by collaborating with Supplier Life Cycle (SLP) team
Create and accurately code purchasing requisitions in Ariba system
Facilitate confirmation of goods and service receipts and ensures timely booking in Ariba/SAP.
Work with Country Accountant to ensure proper accounting – accruals, prepayments, etc.
Guests and Travel Management

Facilitate and coordinate booking of hotels and transportation for guests
Work with designated Travel management Company (TMC) to facilitate booking of air travel and visa applications
Maintain filing of travel and expense claims receipts and updating of records
Manage issuance of corporate credit cards, perform timely reconciliation, follow up and payments
Safety and Compliance

Participate in Zero Harm programs – safety marshal, first aid
Takes proactive measures to reduce hazards and risks
Play key role during emergency evacuation and business continuity plan
Act as the departments records coordinator in compliance with Corporate Records Management policies and procedures
Maintain proper records or licenses, permits, and ensure renewals on a timely basis
Other general responsibilities

Work with Accounting team to ensure inventory and tagging of Facility assets
Participates and support Hub projects as required
Maintain proper knowledge management and documentation of Facilities and administrative processes
Committed for continuous improvement – automation and simplification of processes
Perform and support other general duties
What skills and experiences are we looking for?

Diploma or Degree in Operations, Business Administration or equivalent with 5 years of working experience

Proficiency with Internet, Email, and Microsoft O365 programs

Possess good communication skills, both written and oral

Good negotiation skills

Cross-functional collaboration skills

Multi-tasking and organizational skills

Ability to work and manage a fast-paced environment

Results oriented

Knowledge of SAP/ Ariba process (purchase requisition, goods receipts) is an advantage

IT skills

Communicates tactfully and effectively both verbally and in writing, and maintains effective work relations with those encountered during the course of employment

Flexibility and adaptability to new instructions and/or dynamic organizational priorities is critical for job success

 

What can we offer?

Huntsman offers unsurpassed opportunities to build a successful future. We are a global specialty chemical company with locations in 30 countries around the world, employing over 9,000 associates. Our diverse portfolio creates a range of career fields including manufacturing, research and development, technical services, sales and marketing, customer service – and the list goes on.

 

Here, you can make an impact and make a difference. Come join us.

 

Huntsman is proud to be an equal opportunity workplace and is an affirmative action employer. We provide equal employment opportunities (EEO) to all qualified applicants for employment, without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identification, sexual orientation and/or expression or any other characteristic protected by law in every location in which we have facilities national or local.

 

Please refer to https://www.huntsman.com/privacy/online-privacy-notice for Company’s Data Privacy and Protection information.

 

All unsolicited resumes presented by recruitment agencies are treated as pro bono information or service.

 

Huntsman is aware of a scam involving fraudulent job offers. Huntsman does not make job offers until after a candidate has submitted a job application and has participated in a face-to-face interview. Please be advised that emails from Huntsman always end in “@huntsman.com” and that any job offer that requires payment or requires you to deposit a check is likely a scam. If you have questions about any open positions at Huntsman, please visit our Careers website at http://www.huntsman.com/corporate/a/Careers.

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