Receptionist/ Office Admin

Company Overview

Carbon Shipping is a Singapore-based commercial and technical manager of oil tankers operating worldwide.

Job Summary

You will be the first point of contact for visitors and callers, ensuring a professional and welcoming reception while supporting office administration and senior management to keep daily operations running smoothly.

Responsibilities

• Manage incoming calls and email enquiries by taking messages and directing them to the appropriate personnel to ensure timely responses.
• Welcome visitors, notify their hosts promptly, and provide professional assistance throughout their visit to create a positive first impression.
• Receive, sort, and distribute incoming mail and arrange local and international courier services to maintain efficient communication flow.
• Maintain a tidy, welcoming, and professional reception area to uphold company image.
• Coordinate boardroom and meeting room bookings, arrange refreshments, and attend to visitors during meetings to support smooth event execution.
• Manage office supplies, pantry items, stationery, business cards, letterheads, and envelopes to ensure availability and orderliness.
• Coordinate office maintenance services including cleaning, plants, security systems, water dispensers, coffee machines, electrical services, and other facilities-related needs to maintain a functional workspace.
• Liaise with building management, contractors, and suppliers on repairs, maintenance, access arrangements, office works, and VIP visits to ensure timely resolution of issues.
• Administer office access cards for employees, auditors, and visitors while maintaining accurate issuance records to ensure security compliance.
• Raise and monitor purchase requisitions and purchase orders for office supplies, services, and repairs, and follow up with vendors on delivery and invoices to maintain procurement efficiency.
• Assist Senior Management with travel arrangements including flights, hotel bookings, and ground transport to facilitate smooth business travel.
• Provide administrative support for employee activities and office events such as festive celebrations and team activities to enhance workplace culture.
• Coordinate daily tasks with office support personnel and external service providers to ensure operational efficiency.
• Perform other reasonable administrative duties and projects as assigned to support overall office functions.

Required competencies and certifications

• 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.
• Excellent spoken and good written English to communicate clearly and confidently with visitors at all levels.
• Well-presented with a warm, confident, and professional manner to create a positive first impression.

Preferred competencies and qualifications

• Experience in a multinational or corporate environment.