Xionex Hiring! Full Time Office Administration Manager in Federal Territory - Ricebowl

Office & Administration Manager

Location: Malaysia

Company: Xionex

Employment Type: Full-time

About Xionex

Xionex is building a GenAI-native technology platform for banking and insurance operations, helping financial institutions modernize complex processes through AI, automation, and intelligent workflows.

We are looking for an Office & Administration Manager to ensure the smooth, efficient, and professional running of our office and day-to-day administrative operations.

Key ResponsibilitiesOffice & Facilities Management

• Manage the day-to-day operations of the office, ensuring a professional, organized, and productive workplace.
• Coordinate office facilities, maintenance, repairs, cleaning, security, utilities, and other workplace services.
• Manage office supplies, equipment, furniture, pantry supplies, and general inventory.
• Coordinate office setup, relocation, expansion, and workspace requirements as the company grows.
• Liaise with building management, landlords, contractors, and external service providers.

Administration & Operations

• Develop and maintain efficient administrative processes, policies, and procedures.
• Manage administrative documentation, records, contracts, licenses, and company correspondence.
• Coordinate procurement of office-related goods and services, including quotations, purchase orders, invoices, and vendor payments.
• Maintain an organized filing and document management system.
• Support management with administrative coordination, scheduling, meetings, and company events where required.
• Handle confidential company information with appropriate discretion.

Vendor & Cost Management

• Source, evaluate, and manage external vendors and service providers.
• Negotiate commercial terms and ensure services are delivered according to agreed requirements.
• Monitor office and administrative expenditure and support budget planning.
• Identify opportunities to improve efficiency and manage operating costs.

Employee Support

• Serve as a key point of contact for employees on office and administrative matters.
• Coordinate onboarding logistics, including workstation, equipment, access cards, office supplies, and other requirements.
• Support employee engagement activities, company events, celebrations, and internal initiatives.
• Work closely with HR and management to ensure a smooth employee experience.

Business Support

• Provide general operational and administrative support to management and different functions.
• Assist with travel arrangements, meetings, visitors, and business events when required.
• Coordinate internal communications relating to office operations and administrative matters.
• Support ad-hoc projects and operational initiatives as the company grows.

Requirements

• Bachelor's degree or diploma in Business Administration, Management, Operations, or a related field.
• 5–8 years of relevant experience in office administration, workplace operations, facilities, business support, or a similar role.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Good vendor management, negotiation, and problem-solving skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office / Google Workspace and common workplace tools.
• Comfortable working in a fast-paced and evolving environment.
• High level of discretion when handling confidential information.
• Strong attention to detail and a proactive, hands-on approach.
• Experience in a technology, startup, financial services, or professional services environment is an advantage.

What We Look For

• Ownership: Takes responsibility for getting things done without needing constant supervision.
• Resourcefulness: Able to solve practical problems quickly and independently.
• Organization: Keeps processes, records, vendors, and workplace operations under control.
• Commercial mindset: Looks for practical ways to improve efficiency and manage costs.
• People-oriented: Creates a professional and positive workplace experience.
• Adaptability: Comfortable working in a growing company where priorities can change quickly.

Why Join Xionex?

• Be part of a growing GenAI-native technology company focused on banking and insurance.
• Work closely with management and cross-functional teams.
• Have a direct impact on building the company's workplace and operational foundation.
• Opportunity to take ownership and shape processes as the company scales.
• Fast-paced environment with exposure to technology, AI, and financial services.