We are currently hiring a Associate Procurement & Facilities Management Specialist to join the Procurement & Facilities Management team in Malaysian Branch. This role is to support the team in the execution of day-to-day operational and administrative activities, including workplace services, travel coordination, procurement administration, reception, and facilities support, while ensuring timely service delivery and compliance with established procedures.

You can look forward to

• Provide day-to-day administrative support to the Procurement & Facilities Management (PFM) team, ensuring the smooth coordination of procurement, facilities, travel, workplace operations, and general administrative activities.
• Supports the administrative processing of procurement and facilities-related financial transactions, including purchase requisitions, purchase orders, invoice verification, and payment follow-up. Ensures accurate documentation and compliance with internal policies. The role does not have budget ownership or financial approval authority.
• Coordinate and support operational procurement activities, including processing and monitoring purchase orders, liaising with suppliers, coordinating supplier registrations, maintaining procurement records, and ensuring procurement activities comply with the Procurement Guideline. Assist with facilities-related procurement activities, including monitoring licence and contract renewal schedules, coordinating supplier services, processing facilities-related invoices, and arranging contractor access or work permits where required.
• Serve as the point of contact point for branch staff on travel and accommodation including for complex trips, checking travel authorizations, performing bookings where necessary, communicating with the travel agency, and processing expense claims
• Schedule and coordinate meetings and events with external and internal stakeholders, book and confirm logistics, and assist in the meeting or event where necessary.
• Assist in facilities administration by coordinating routine maintenance activities, tracking service requests, monitoring contract expiry dates, arranging contractor access, and supporting workplace operational requirements.
• Manage the reception area and greet and welcome visitors, provide and manage access cards to visitors as well as staff, answer and forward phone calls, and maintain office security by following procedures, and controlling access via the reception desk.
• Provide administrative support for workplace safety and office operations, including coordinating mandatory inspections, maintaining records, scheduling training sessions, and supporting health, safety and wellbeing initiatives.
• Maintain procurement and facilities-related documentation, records, filing systems, and reports to ensure accurate record-keeping and compliance with company requirements.
• Back up the Tea Lady and Facility Coordinator during absences.
• Any other assignments or tasks related to Procurement & Facilities Management that may be assigned by the company from time to time.

You come equipped with

• Any applicable qualifications.
• Fresh graduates are encouraged to apply. Candidates with relevant internship or administrative experience will have an added advantage.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) is required.
• Excellent interpersonal, written and communication skills to liaise with internal and external stakeholders.
• Proven ability in multitasking and attention to details.
• Excellent in organization skills to ensure tasks are completed within timeline.
• Strong analytical, problem-solving, and decision-making skills.
• Superior negotiation skill and vendor management.

We are #somewhatdifferent - people with their own stories, experiences, and career paths. Everyone is welcome! Apply with just one click on the "Apply now"- button and become part of our diverse team!

More on our work environment, your entry opportunities and development prospects can be found at www.hannover-re.com/en/career