Receptionist & Office Administrator

Reception and Visitor Services

Manage incoming calls and email enquiries, take messages and direct enquiries appropriately.

Welcome visitors, notify their hosts and provide professional assistance throughout their visit.

Receive, sort and distribute incoming mail, and arrange local and international courier services.

Coordinate transportation bookings for visitors when required.

Maintain a tidy, welcoming and professional reception area.

Coordinate meeting-room refreshments and support the display of welcome messages and corporate content on office screens.

Office Administration and Facilities

Manage office supplies, pantry items, stationery, business cards, letterheads and envelopes.

Maintain orderly storage areas and accurate records for off-site document storage, retrieval and billing.

Coordinate office maintenance services, including cleaning, pest control, plants, security systems, water dispensers, coffee machines, electrical services and other facilities-related requirements.

Liaise with building management, contractors and suppliers on repairs, maintenance, access arrangements, office works and VIP visits.

Administer office access cards for employees, contractors, auditors and visitors, and maintain accurate issuance records.

Support office renovation, cleaning and maintenance projects, including sourcing suppliers and obtaining quotations.

Maintain office asset records and prepare documentation for the disposal of damaged, obsolete or sold items.

Serve as a fire warden and participate in required building-management briefings and exercises.

Purchasing, Vendors and Budget Support

Raise and monitor purchase requisitions and purchase orders for office services, repairs, supplies and other business requirements.

Track purchase orders through completion and support timely invoice processing and closure in SAP.

Maintain vendor contracts and service records, monitor renewal dates and coordinate quotation exercises with Purchasing.

Track office maintenance expenses and prepare periodic budget information for the Controlling function.

Review vendor invoices against service records and escalate discrepancies where necessary.

Employee and Event Support

Coordinate monthly employee orders for lifestyle products, including order consolidation, invoice preparation, distribution and completion tracking.

Provide administrative support for employee activities and office events, including festive celebrations and lucky draws.

Coordinate daily tasks with office support personnel and external service providers.

Perform other reasonable administrative duties and projects as assigned.

Requirements

GCE O-Level, Nitec, diploma or an equivalent qualification.

At least four years of relevant experience in reception, office administration or facilities coordination.

Working knowledge of Microsoft Office applications, particularly Word, Excel and Outlook.

Experience with purchase orders, invoice coordination or SAP is an advantage.

Good command of written and spoken English.

Experience in a multinational or corporate environment is preferred.

What We Are Looking For

A customer-focused and professional approach.

Strong organisational skills and attention to detail.

A proactive, dependable and hands-on working style.

Good interpersonal and communication skills.

The ability to manage multiple priorities and follow tasks through to completion.

Discretion and sound judgement when handling visitors, vendors and internal information.