Receptionist & Administrative Assistant

Responsibilities:

Reception and Customer Service:

• Welcome visitors, clients, and guests in a warm, courteous, and professional manner.
• Serve as the first point of contact by answering and directing incoming phone calls and responding to general enquiries.
• Receive, register, and coordinate incoming and outgoing mail, courier deliveries, and packages.
• Maintain a clean, organised, and welcoming reception area and ensure common office areas remain tidy and presentable.

Administrative Support:

• Record and maintain employees' daily attendance records accurately.
• Provide general administrative support to management and other departments as required.
• Prepare, format, and distribute correspondence, reports, and other office documents.
• Organize and maintain both electronic and physical filing systems to ensure documents are easily accessible.
• Assist with data entry, record keeping, and document management.
• Support expense reimbursement processes by organising, scanning, and filing invoices and other supporting documents.

Meeting and Office Coordination:

• Schedule meetings and appointments as required.
• Prepare meeting rooms before meetings and provide logistical support during meetings when necessary.
• Monitor office supplies and coordinate replenishment to ensure the office remains adequately stocked.
• Assist with coordinating travel arrangements, accommodation bookings, and other administrative logistics when required.
• Coordinate with vendors and service providers to support the smooth operation of office facilities.
• Assist in organising company meetings, staff activities, and other office events.

General Office Support:

• Help maintain an organised, efficient, and pleasant working environment.
• Handle confidential information with professionalism and discretion
• Perform other administrative and office support duties as assigned by management.

Requirements:

• Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field.
• Previous experience in a receptionist, administrative, customer service, or office support role is an advantage.
• Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
• Good written and spoken English.
• Strong organisational skills with excellent attention to detail.
• Professional, responsible, proactive, and dependable.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritise work effectively.
• Ability to work independently as well as collaboratively within a team.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Personal Attributes:

• Warm, approachable, and customer-focused.
• Well-groomed with a professional appearance.
• Positive attitude and willingness to assist others.
• Reliable, flexible, and eager to learn.
• Calm and composed under pressure.
• Strong sense of responsibility and initiative.