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.