Job Summary:
We are seeking a proactive and flexible Receptionist Cum Admin Officer to join our team. This dual-role position will be responsible for handling receptionist duties and supporting the administrative functions of the office. The ideal candidate will have excellent organizational and communication skills, be able to work under pressure, and be a reliable team player who thrives in a fast-paced environment.
Key Responsibilities:
· Mail and Delivery Management: Handle the sending, collection, and distribution of mails and deliveries.
· Meeting Room Management: Coordinate meeting room bookings and arrangements, ensuring necessary equipment and materials are available.
· Travel Arrangements: Manage air ticket and hotel bookings, and assist with visa applications and invitation letters when required.
· Meeting Room Preparation: Prepare table cards and other materials for meetings as needed.
· Filing and Inventory Management: Maintain an organized filing system and keep records of office item inventory.
· Corporate Gifts: Handle the booking and purchase of corporate gifts.
· Pantry Supplies: Manage the purchase and stock of pantry items (e.g., coffee, tissue, paper, etc.).
· Stationery Management: Oversee the purchase, inventory, and management of office stationery.
· Reimbursement Processing: Process reimbursements for administrative-related expenses.
· Office Maintenance: Ensure smooth operation of office facilities, including maintenance of plants, drinking water, drainage system, and related contracts.
· Internal System Documentation: Assist with internal system documentation and reporting.
· Staff Meal Expenses: Coordinate meal bookings, distribution, and reimbursements for staff meal expenses.
· Liaison with Corporate Secretaries: Manage relationships and communication with the company’s corporate secretaries for related tasks.
· Expatriates and Families Administration: Assist with administrative tasks related to expatriates and their families.
· Insurance Management: Oversee updates to vehicle and office insurance policies.
· Internal Legal System Exposure: Support with internal legal documentation and procedures as necessary.
· Ad-Hoc Tasks: Perform other duties as required to support the smooth functioning of the office.
Requirements:
· Adaptability: Flexible and able to think on your feet in dynamic situations.
· Education: Computer literate with a tertiary education.
· Experience: Preferably 1 year of relevant experience in a similar role.
· Communication Skills: Strong negotiation and communication skills, both written and verbal.
· Interpersonal Skills: Excellent interpersonal skills with the ability to build relationships at all organizational levels.
· Pressure Management: Ability to work effectively under pressure and handle multiple tasks simultaneously.
· Appearance: Well-groomed and professional appearance, as this position involves greeting customers and visitors.
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