Job details

Office Manager, Kuala Lumpur

  • Department: General and Administrative
  • Location: Kuala Lumpur, Malaysia
  • Country: Malaysia

Guidewire Malaysia Operations Manager Role Job Description

Reporting directly to the APAC Facilities Manager at the US headquarters as well as working closely with APAC Finance, IT, global HR and individual team leads

 

Facilities / Office Administration

  • Main task: Administer, coordinate and support daily office administration to ensure smooth office operation
  • Work with global Facilities team to support approved best practices for Guidewire offices
  • Work with HQ Team and relevant parties to resolve facilities requests using Service Now ticketing system
  • Work with relevant internal department and/or external service provider to maintain, service and fix office and pantry equipment, e.g. phones, air conditioning, lights, coffee machine, water dispenser, etc. Keep stock, replace and/or replenish office supplies and kitchen supplies; place order and purchase from respective suppliers
  • Work with the building management and the landlord to ensure building services and maintenance are appropriately provided, including Building Access, Seasoned Parking and Toilet Upkeep
  • Monitor space needs, plan and update layout changes using Space IQ and oversee additional workspace/construction/maintenance work as necessary
  • Manage janitorial services and day porter personnel, as needed
  • Coordinate with approved furniture vendors to maintain and upkeep the office furniture as needed
  • Coordinate with IT team and service providers to maintain, restore and rectify network infrastructure and equipment.
  • Office security management, keeping track of access cards, arranging access to visitors, working directly with US HQ security team
  • Office safety and health administration (OSHA), execute and work on safety plans, emergency stocks, evacuation and first-aid kits
  • Vendor management, monitor and liaise with vendors to ensure best services and price competitiveness
  • Organize and coordinate company meetings, office events, CSR initiatives and social functions; participate and support initiatives in the social committee; keep track of its annual budget Coordinate and upkeep the office decorations
  • Maintain and update office records and documentations on SharePoint and Confluence
  • Monitor, coordinate and execute the relevant registration and renewal of permits and licenses required for the local office in Malaysia

 

Procurement

  • Manage Malaysia vendor contracts and keep track of annual budget and Purchase Orders using Coupa procurement system
  • Review supplier’s invoices, verify and approve for payment
  • Work with Procurement team to onboard new vendors with appropriate agreement terms, when needed

 

HR

  • Support and assist the People Managers and the Employees throughout the entire employee lifecycle from Onboarding to Offboarding
  • Onboarding
    • Assist in Introduction to the Office and Malaysia team as necessary, documenting and enforcing instruction on office administration and expenses
    • Administer seat assignment using SpaceIQ, arrange and issue security access card and employee badge, assist in business card order if needed
    • Set up / acquire and distribute welcome kits
  • Offboarding
    • Work with HR, People Manager and/or employee whenever any adhoc needs arise
    • Collect company assets such as PC, security card, health insurance card, etc.
  • Support APAC HR Ops in understanding Malaysian regulations and assist to resolve local employee issues when needed
  • Malaysia Representative Director change:
    • Coordination and discussions with legal team, previous rep director, new director and APAC management
    • Registration work with scrivener getting the required documents
  • Assisting global mobility, arranging accommodation and visa support, when needed
  • Employment handbook distribution, as needed
  • Support and coordinate with Global Benefits Team on implementation of employee benefits program locally

Legal

  • Coordinate corporate registration, shareholders meetings, director changes with global legal team and the external lawyers and scriveners
  • Support and coordinate with Global Benefits Team on implementation of employee benefits program locally

Guidewire Software Inc. provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.