Receptionist, Administration

Position Description

The Receptionist is responsible for performing a variety of administrative and clerical functions to support the day-to-day operations of the office and ensure its efficient running. This role provides support across all product lines within the organization and helps in multiple areas as required. The Receptionist will collaborate closely with the Office Manager and the Administration team. Key responsibilities include managing reception duties and delivering administrative support wherever needed.

Key Areas of Responsibilities

• Operate front desk efficiently, managing reception functions, directing calls, and greeting visitors in a professional manner.
• Coordinate visitor check-ins and schedule meeting rooms, including VO rooms, to optimize space utilization.
• Support corporate events, external and internal meetings by arranging refreshments, presentation equipment and materials.
• Administer and maintain secure access card inventory, ensuring compliance with security protocols.
• Organize courier services for domestic and international deliveries, meeting deadlines and budget constraints.
• Perform administrative tasks including photocopying, faxing, binding, filing, and document management.
• Assist in workplace safety initiatives and contributed to maintaining ISO 14001:2015 environmental compliance.
• Provide coverage for various roles, including Tea Lady, Facilitator, and Office Administrator, during staff absences.
• Manage inventory and replenishment of office and pantry supplies to ensure continuous availability.
• Coordinate travel itineraries and accommodation arrangements for clients and overseas colleagues.
• Execute ad hoc assignments and special projects as directed by the Office Manager.

Requirements

• Preferably Bachelor’s degree in any discipline
• Minimum 2 – 3 years of relevant experience in a similar role involving administrative coordination
• Excellent command of both spoken and written English and Mandarin due to the need to liaise with stakeholders in head office and clients.
• Strong organizational skills
• Proficient in Microsoft Office applications (PowerPoint, Excel, Word)
• Professional mannerism
• Team player