Requirements
The Receptionist provides comprehensive administrative support, including greeting visitors, managing calls and correspondence, maintaining office supplies, and coordinating meeting logistics. Key responsibilities involve handling visitor check-ins, scheduling appointments, arranging travel, and preparing documents for finance processing. The role requires strong organizational and communication skills to ensure a professional and efficient workplace.
Description
The Receptionist provides comprehensive administrative support to ensure the smooth operation of the Executive Office and related departments. This role includes managing meeting logistics, coordinating travel and vendor services, maintaining office supplies, and facilitating communication between staff and external partners. The Receptionist acts as a key liaison for executive support functions, ensuring a professional and efficient workplace environment.Key Job Responsibilities:Greet and welcome visitors, clients, and employees in a friendly and professional mannerManage incoming calls, emails, and correspondence, directing them to appropriate departments or individualsMaintain the reception area's cleanliness and organization to ensure a professional atmosphereHandle visitor and contractor check-in/check-out processes while enforcing security protocolsMaintain accurate records of visitors and appointmentsProvide information and assistance regarding company services and policies, ensuring confidentiality and discretionSchedule and coordinate appointments, meetings, and conference room bookings for meeting rooms.Ensure meeting rooms are clean, well-stocked, and prepared coordinate refreshments and post-meeting cleanup with office attendantsShare meeting schedules with office attendants and coordinate guest parking with securityArrange travel for colleagues, including preparing purchase requests and liaising with vendorsMaintain logs for the company vehicle and coordinate user detailsPrepare courier shipments and update office directories and hotel listsManage monthly inventory and procurement of stationery, groceries, and office supplies.Distribute incoming mail to relevant departmentsMaintain cleanliness and orderliness of the Chairman's office and coordinate lunch and beverage provisionsPrepare and monitor office maintenance requests and office attendant rotationsOrganize staff-related activities such as birthday greetings and onboarding support, including digital business card creation and distributionSupport Commercial Department with sourcing quotations, preparing comparisons, and managing purchase orders across multiple departmentsPrepare vendor invoice approval forms with supporting documents for finance processing, ensuring proper authorizationAssist with administrative tasks such as data entry, filing, and document preparation as neededCoordinate with various departments to support daily office operationsOffice and list of hotels directory updatesOffice maintenance requests (office movement, modification, maintenance)