Receptionist

Job Responsibilites

Meetings & events: arrange all logistics for external meetings/international events (registration, materials, logistics, location); maintain a log of meetings/events/conferences in the format directed by the Head of Office; assist with scheduling and logistics for internal meetings; arrange food/drinks for official meetings on request of the Senior Finance and Administrative Officer, and serve tea/coffee for external visitor meetings.

Reception & front desk: greet and escort external visitors to meetings, and refer unexpected visitors to the appropriate staff; screen incoming calls, take accurate messages, and route queries to the right staff; ensure follow-up on specific queries; maintain a directory of external contacts from business cards; relieve the ADB Senior Operations Assistant as required.

Records & mail: prepare a list of incoming documents and maintain/update filing systems and records; review incoming documents and mail and distribute to concerned staff or escalate to supervisors as needed.

Facilities management (Facility Officer role): oversee Integrated Facilities Management — soft services (janitorial, pest control, landscaping, waste management), building maintenance (UPS, aircon, BMS, fire detection/alarm, water filtration, photocopiers/printers, security equipment), and miscellaneous ad hoc services; coordinate with the landlord and LS2 Facilities staff/subcontractors on repairs, maintenance, and housekeeping; receive service requests from staff/consultants/LS2 and arrange workforce for inspection and repairs.

Supplies & assets: maintain adequate stock of office supplies and consumables, reordering in good time; maintain inventory of all ADB assets per ADB Asset Management Policies.

Job Requirements

Education: Diploma or Bachelor's degree, preferably in Business Administration, Office Management, or a related field.

Experience: 2–4 years in a receptionist, administrative, or facilities coordination role, ideally in an international organization, corporate office, or multinational environment.

Skills: strong organizational and multitasking ability; proficiency in MS Office (Word, Excel, Outlook); good written and spoken English; basic vendor/contractor coordination experience; familiarity with office filing and records systems.

Attributes: professional presentation and demeanor (including compliance with uniform/dress code standards set by ADB); discretion in handling confidential documents and visitor information; reliability and responsiveness under supervisor direction; comfortable serving in a front-facing, service-oriented role.

Others:
Work Location: Marina Bay Financial Centre
Working Hours: 5 Days Work Week