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

• 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.
• 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
• 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
• 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
  
  

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.