Facilities Administrator (12 Months Contract) - Kuala Lumpur - ref. f18348015

Job Description:

Huntsman Corporation is now looking for a dynamic individual as a Facilities Administrator (12 Months Contract).

The Facilities Administrator is responsible for delivering best-in-class, end-to-end facilities and administrative services for the Huntsman Global Business Services (GBS) Hub based in Petaling Jaya. This role is critical in ensuring the smooth and efficient daily operations of the Hub.

This position reports to the Facilities and Administrative Manager and will engage with stakeholders at all levels of the Hub, including the GBS Hub Leader, Human Resources, and janitorial staff.

To succeed in this role, the Facilities Administrator must be an effective communicator and a proactive problem-solver, with a genuine passion for people and a pleasant demeanor. The ideal candidate will thrive in cross-functional teams, take pride in fostering a vibrant and inclusive workplace, and be committed to delivering high standards in office management.

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

As a Facilities Administrator (12 Months Contract) you will:

• Facilities and Office Management
• Oversee general office operations and maintenance, including workspace allocation, cleanliness, utilities, and supplies.
• Coordinate with external service providers for office repairs, maintenance, and improvements.
• Supervise janitors to ensure proper office upkeep and cleanliness.
• Manage and facilitate parking space registrations.
• Maintain inventory of phone lines, including mobile phones.
• Manage office consumables, such as pantry supplies and stationery.
• Support event management, including booking meeting rooms and venues.
• Perform basic troubleshooting and coordinate with the IT team to resolve IT-related issues (e.g., conferencing systems).
• Manage reception services, telephone calls, and couriers.
• Purchasing and Vendor management / coordination
• Monitor and manage critical vendors to ensure service continuity (e.g., lease agreements, utilities).
• Maintain an up-to-date inventory of vendors and contracts within the designated system.
• Initiate vendor creation and onboarding processes in collaboration with the Supplier Lifecycle (SLP) team.
• Create and accurately code purchasing requisitions in the Ariba system.
• Facilitate the confirmation of goods and service receipts to ensure timely booking in Ariba/SAP.
• Collaborate with the Country Accountant to ensure proper accounting (e.g., accruals, prepayments).
• Employee Services
• Support employee well-being by managing office amenities and services.
• Respond to employee requests related to facilities, ergonomics, and workspace needs.
• Coordinate logistics for employee engagement activities and company events.
• Collaborate with the Human Resources team to facilitate onboarding and offboarding processes (e.g., access cards, workspace setup).
• Guests and Travel Management
• Manage visitor registration and reception coordination.
• Coordinate hotel and transportation bookings for guests.
• Collaborate with the designated Travel Management Company (TMC) for flight bookings and visa applications.
• Maintain records of travel and expense claims, including proper filing of receipts.
• Manage the issuance of corporate credit cards, ensure timely reconciliation, follow-ups, and payments.
• Ensure a welcoming and professional environment for guests and business partners.
• Safety and Compliance
• Support the implementation of health, safety, and emergency procedures within the office.
• Participating in Zero Harm programs (e.g., safety marshal, first aid).
• Take proactive measures to reduce hazards and risks.
• Play a key role during emergency evacuations and business continuity planning.
• Serve as the department’s Records Coordinator in compliance with Corporate Records Management policies and procedures.
• Maintain accurate records of licenses and permits, ensuring timely renewals.
• Other general responsibilities
• Work with the Accounting team to ensure proper inventory and tagging of facility assets.
• Participate in and support GBS Hub projects as required.
• Maintain knowledge management and documentation of facilities and administrative processes.
• Commit to continuous improvement through process automation and simplification.
• Perform and support other general duties as assigned from time to time.

• Bachelor’s degree in Operations, Facilities Management, Business Administration or any related field
• Minimum 5 years’ experience in facilities management
• Proficiency with Internet, Email, and Microsoft Office suite
• Possess good communication and interpersonal skills
• Cross-functional collaboration skills
• Multi-tasking and organizational skills
• Ability to work and manage a fast-paced environment
• Able to work independently and as part of a team in a dynamic environment
• Results oriented
• Knowledge of SAP/ Ariba process (purchase requisition, goods receipts) is an advantage

What can we offer?

Huntsman offers unsurpassed opportunities to build a successful future. We are a global specialty chemical company with locations in 25 countries around the world, employing over 6,000 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.

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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