Administration & Reception

- Greet and assist visitors, clients, and employees in a professional and courteous manner.

- Direct visitors to the appropriate personnel or department.

- Ensure the reception area is clean, organized, and welcoming at all times.

Phone and Email Handling:

- Answer incoming calls, take messages, and direct calls to the appropriate staff.

- Manage and prioritize emails and provide responses as necessary.

- Maintain a log of phone calls, appointments, and messages.

Guest and Visitor Coordination:

- Maintain visitor logs and issue visitor passes as needed.

- Coordinate arrangements for meetings, conferences, and visitor schedules.

- Prepare and organize refreshments or other services for guests.

- Schedule and coordinate appointments for executives and staff.

- Update calendars and notify stakeholders of appointments.

Mail and Courier Management:

- Receive, sort, and distribute incoming mail and packages.

- Prepare outgoing mail and coordinate with couriers for deliveries.

Administrative:

- Provide administrative support to various departments and team members.

- Order office supplies and maintain inventory of office materials.

- Handle office equipment maintenance and ensure proper functioning of office tools.

- Maintain filing systems for both physical and electronic documents.

- Assist with preparing reports, presentations, and correspondence.

- Ensure confidentiality and security of sensitive documents and information.

Scheduling and Calendar Management:

- Assist with scheduling meetings, conference calls, and appointments for team members.

- Coordinate internal and external meetings and ensure that all logistics are in place.

Data Entry and Record-Keeping:

- Perform data entry tasks for company databases, records, and systems.

- Monitor and update employee records, as well as track attendance and leave.

Event and Meeting Coordination:

- Assist with organizing internal and external events, seminars, and training.

- Book venues, arrange materials, and coordinate with relevant departments.

Office Health and Safety Compliance:

- Ensure the office complies with health and safety regulations.

- Maintain first aid kits and emergency supplies.

Assist with HR and Payroll Support (if applicable):

- Support HR in tasks such as onboarding, leave management, and filing employee records.

- Assist with organizing employee files, handling payroll documentation, and tracking attendance.