Admin Assistant

1. Administrative Support

• Manage reception professionally, well-organized front desk, ensuring visitors, including guests, investors, and partners, are greeted graciously and directed appropriately.
• Manage front desk activities, including incoming calls, visitors, registration, and courier/mail handling.
• Ensure proper filing, digital archiving, and secure maintenance of non- confidential records using the OMS (Office Management System).

1. Office coordination

• Oversee day-to-day administrative activities such as organizing and maintaining a filing system for HODs.
• Monitor and maintain inventory of office and pantry supplies, liaise with procurement for timely replenishment.
• Coordinate guest arrivals, ensure they are welcomed appropriately, and manage parking arrangements to provide a smooth and professional visitor experience.
• Coordinating with office staff (office boy, cleaners, parking) and supervising the cleanliness and readiness of all office spaces and shared areas.
• Coordinate with facility service providers for housekeeping to ensure a professional office environment.

1. Conference Room Management

• Manage the meeting room booking system and ensure real-time scheduling updates.
• Prepare conference rooms with necessary tools (VC systems, projectors, screens) and refreshments.
• Support setup and logistics for internal and external meetings or presentations.
• Coordinate room availability for internal departments and external guests.

1. Leadership Calendar Coordination

• Support the Chairman with calendar scheduling, reminders, and travel logistics.
• Prepare documents, presentations, and correspondence for review.

1. Documentation and Records Management

• Organize and update physical and digital filing systems, including archiving & retrieving documents through the Office Management System (OMS) with accuracy and version control

In compliance with company standards.

• Organize and assist HODs in preparing administrative reports, compiling data summaries, and organizing compliance-related documentation to ensure accurate and timely support.
• Support the Office Manager in generating reports and dashboards from OMS when required.

1. Support to HR & Events

• Assist the HR team with planning and executing internal events, celebrations, and employee engagement programs.
• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
• Minimum 1–3 years of experience in a receptionist or front-office role within a corporate or professional environment.
• Clear and professional verbal and written communication skills in English.
• Ability to handle incoming calls, visitors, and correspondence efficiently.
• Basic drafting skills for emails and routine communication.
• Working knowledge of MS Office (Word, Outlook; basic Excel is an advantage).
• Familiarity with visitor management, call handling, and front-desk procedures.
• Willingness to support administrative tasks as required.