Job Description

This role serves as the primary contact point for clients and visitors while providing administrative support to ensure a professional front office service and smooth daily operations.

Key duties and responsibilities

A.    Front Office & Reception Management

• Greet and welcome clients, visitors, and suppliers in a professional and courteous manner
• Manage incoming calls, screen and redirect them appropriately
• Maintain visitor logbook and ensure compliance with security protocols
• Ensure reception area is clean, organised, and aligned with company image
• Handle meeting room bookings and ensure rooms are prepared for meeting.

B.    Communication & Correspondence

• Receive, record, and distribute incoming mails, courier items, and documents
• Prepare outgoing correspondence (couriers, registered mail, internal dispatch)
• Maintain proper tracking of incoming and outgoing documents (register/log system)
• Liaise with messengers and drivers to coordinate dispatch and collection.

C.    Administrative Support

• Provide general administrative support to departments (filing, scanning, photocopying, document preparation)
• Assist in preparation of reports, letters, and internal communications
• Maintain filing systems (physical and electronic) in an organised manner
• Support onboarding logistics (ID badges, workstation readiness, welcome packs)

D.    Office Coordination

• Assist in travel arrangements and bookings when required
• Organise parking arrangements for visitors and employees

E.    Compliance & Confidentiality

• Always ensure confidentiality of company and client information
• Adhere to company policies, including data protection and administrative procedures
• Maintain accurate administrative records for audit and operational purposes

Others:

• Perform miscellaneous duties as assigned.