Administration Specialist

Your role is central in ensuring smooth administrative support and well-maintained facilities that create a safe, efficient, and supportive working environment for our teams. By bringing your expertise and dedication, you will help us deliver reliable services and reinforce UPM’s culture of responsibility, innovation, and care.

What you will do

• Manage pantry supplies to ensure adequate stock and smooth daily operations

• Arrange and negotiate accommodation for visitors, staff, and business partners as required

• Coordinate transportation arrangements for visitors and employees and support visa application processes (if any)

• Ensure timely procurement and availability of office supplies

• Lead engagement activities, team building and special events (e.g. Year End Party, sale events)

• Manage RFQs (Request for Quotation), vendor sourcing, and price negotiations for all services

• Maintain and update filing systems (both physical and digital) for easy access and compliance

• Oversee facility and office maintenance, ensuring workplace safety, cleanliness, and functionality

• You have a bachelor’s degree in business administration, facility management, or related fields

• You have minimum 2–4 years of experience in administration, office management, or facility services

• You have strong organizational, multitasking, communication, and negotiation skills

• You have good knowledge of vendor management and procurement processes

• You must possess excellent communication skills in both written and spoken English

• You are proficient in MS Office (Word, Excel, Outlook, PowerPoint)

• You have a problem-solving mindset with attention to detail

• You are service-oriented with strong interpersonal skills and maintain a professional, reliable, and proactive attitude

• You have the ability to manage multiple tasks under tight deadlines

• You demonstrate flexibility and adaptability in a fast-paced environment