Front Desk and Administration Executive

We are looking for a smart, dynamic, and energetic individual to join as a Front Desk and Administration Executive. The Front Desk and Administration Executive will be responsible for greeting clients and visitors to our office, providing the best customer service, overseeing giving clients directions to various parts of the office, contacting employees regarding visitors, answering phones and taking messages, and sorting and distributing mail.

General Responsibilities

Front Desk and Customer Service

1. Set up office for all Directors.
2. Ensure cleanliness for all Directors' rooms.
3. Customer service and welcome guests as soon as they arrive at the office.
4. Direct visitors to the appropriate person and office.
5. Answer, screen, and forward incoming phone calls.
6. Ensure reception area is tidy and presentable, with all necessary stationery and materials (e.g. pens, forms, and brochures).
7. Provide basic and accurate information in-person and via phone/email.
8. Receive, sort, and distribute daily mail/deliveries.
9. Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
10. Assist Chairman with beverages.
11. Attend to guests' beverages.

General Administrative

1. Perform clerical duties such as filing, photocopying, transcribing, and faxing.
2. Update calendars and schedule meetings.
3. Support printing of documents for business meetings if required.
4. Arrange and manage company board rooms and prepare necessities for any business meetings.
5. Order and maintain all office supplies, pantry items, and keep inventory of stock.
6. Arrange business travel and accommodations.
7. Arrange transportation for overseas colleagues or clients.
8. Rental of office space and employee accommodations.
9. SP services and Wi-Fi registration.
10. Administer and allocate office parking slots and administration.
11. Company mobile phone management.
12. Subscriptions of Microsoft Office apps.
13. Keep updated records of office expenses and cost reports.
14. Provide general support to overseas visitors.
15. Restaurant bookings for overseas visitors.
16. Participate actively in the planning and execution of company events.
17. Manage internal staff relations.
18. Maintain company policies.
19. Arrange interview schedules if required.
20. Onboard new hires and off-board resigned staff.
21. Manage cleaners.
22. Maintenance of office plants.
23. Update monthly administrative reports.
24. Any other ad-hoc duties.

Job Experience & Requirements

1. Experience in front desk and administration or a related field.
2. Minimum 5 years of relevant working experience as a Customer Service and Receptionist.
3. Excellent communication and interpersonal skills, with the ability to collaborate with cross-functional teams.
4. Strong understanding of office administrative principles and practices.