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.