Position:
Front Desk & Administrative Support
Your responsibilities will include the following:
CORE DUTIES
1. Front Desk & Visitor Management
- Act as the first
point of contact for the organization.
- Greet all visitors
politely and make them feel welcome.
- Register visitor
details in the log and direct them to the correct meeting room or
employee.
- Keep the reception
area clean, organized, and professional.
- Follow visitor
rules and security procedures.
- Provide tea/coffee/
water for in-house meetings with external parties.
- Monitor visitor
access and ensure adherence to security protocols.
2.
Receptionist Duties
- Answer phone calls,
take messages, or direct calls to the right person.
- Record calls in the
call log and follow call log security procedures.
- Respond promptly
and professionally to inquiries via phone, email, or in person.
3.
Communication & Correspondence Handling
- Receive incoming
mail, log it, and distribute it to the correct person.
- Send outgoing mail
and ensure couriers reach the correct recipients.
- Relay messages
accurately and promptly.
- Monitor the
departmental email and direct emails to the right person.
- Update the
telephone extension list periodically.
- Assist with sending
external communications when required.
4.
Administrative Duties
- Perform filing,
scanning, photocopying, formatting, collating, and binding of documents.
- Schedule, confirm,
and manage appointments, book calendars for employees.
- Coordinate meeting
room bookings.
- Coordinate travel
arrangements and other logistical needs if required.
- Affix the company
logo on outgoing envelopes.
- Check ink
cartridges of company's stamp and ensure proper handling of the stamp.
- Record entries on
gift log and follow related procedures related to gift handling.
- Ensure adherence to
office operational procedures, including switching on / off air
conditioning units in line with established schedules and procedures; ensuring
all windows and doors are properly secured at end of day, etc.
- Ensure that all
staff adhere to Clean Desk Policy, including ensuring workstations are
cleared of documents and sensitive information when not in use, etc.
- Monitor and report
any non-compliance with office facilities and security procedures
5.
Messenger
& Errands
- Carry out external errands
including post office, bank, and document deliveries.
- Purchase office supplies and
urgent items when required.
- Ensure safe handling and timely
delivery of documents and items.
- Maintain basic records of errands
performed.
6.
Security
& Compliance
- Monitor visitor
access and ensure adherence to security protocols.
- Ensure compliance
with company policies, procedures, and confidentiality standards.
- Direct clients' complaints
professionally to the appropriate personnel.
SUPPORT DUTIES
6. Facilities Support
·
Maintain
office stationery supplies (including diaries, pens, paper, and toners) and
place orders when required.
- Assist in
monitoring kitchen supplies and liaise with the Facilities Department for
restocking.
- Receive fruits for
staff, ensure proper storage, and maintain related records.
7. Other Department Admin Support
·
Assist
with formatting documents and data entry when instructed.
·
Assist
with preparation and collating of Trustees meeting packs (printing, collating,
and binding).
·
Provide
administrative support to other departments when required.
·
Support
team members with ad-hoc administrative duties.
8. Committee Support
·
Participate
in internal committees (such as social committee, OSH, etc.) when required,
while ensuring that your core duties remain fully attended to.
9. Other Duties as Assigned
·
Carry out
any additional administrative or coordination task reasonably assigned by the
reporting manager.
- Provide support for
special assignments or urgent operational needs when required.
- Work cooperatively
with colleagues and provide support to them and other team members when
required while ensuring own duties are properly completed.
Note:
All duties must be performed in compliance with the company’s internal
policies, procedures, and applicable regulatory requirements and data privacy
laws.
Requirements
- Higher School
certificate or diploma in administration or related field.
- Previous experience
in reception or administrative support preferred.
- Valid driving
licence will be advantageous (for office errands).
- Good communication
and organisational skills.
- Proficient in
Microsoft Office.
- Reliable,
professional, and able to multitask.
