Job Summary
The Administration & Reception Associate is responsible for managing front office operations, providing administrative support, coordinating office facilities and services, handling procurement activities, maintaining records and assets, and ensuring the smooth day-to-day functioning of the workplace and requires excellent customer service, organizational, communication, and coordination skills to support employees, visitors, vendors, and management effectively.
Key Responsibilities
Front Office & Visitor Management
- Greeting and attend to all visitors, clients, and guests professionally.
- Ensure visitors are registered through the visitor management system, issued visitor passes and safety booklets, and properly signed out upon departure.
- Maintain a clean, organized, and professional reception area and meeting rooms.
- Ensure all reception displays, notices, and reading materials remain current and presentable.
Mail, Courier & Communication Management
- Receive, verify, record, and distribute incoming mail, parcels, and courier deliveries to designated personnel.
- Coordinate local and international courier services and ensure timely collection and delivery.
- Maintain accurate records of courier transactions and consignment notes for audit and verification purposes.
- Open and distribute incoming correspondence in accordance with company procedures.
Meeting Room & Facility Coordination
- Manage meeting room bookings and reservations.
- Coordinate meeting schedules and communicate requirements to relevant support staff.
- Ensure meeting rooms are prepared, functional, and cleared after meetings.
- Coordinate office facility requirements with internal stakeholders and building management.
Administrative Operations
- Verify, code, and process administrative invoices for payment approval.
- Maintain accurate administrative files, databases, trackers, and monitoring reports.
- Update and manage the company's administrative intranet and ensure information accuracy.
- Assist in gathering, organizing, and reporting administrative data required for projects and management reporting.
Procurement & Vendor Management
- Procure office supplies, equipment, furniture, and services while balancing quality, efficiency, and cost-effectiveness.
- Develop and maintain relationships with reliable suppliers and service providers.
- Assist in sourcing, evaluating, and coordinating vendors to support operational requirements.
- Monitor purchasing activities and maintain procurement records.
Asset & Inventory Management
- Maintain and update company fixed asset inventories, including asset allocation, transfer, tracking, and disposal.
- Ensure office equipment, furniture, and supplies are properly distributed, documented, and accounted for.
- Assist in safeguarding office keys and maintaining relevant records.
Facilities, Safety & Compliance
- Monitor office cleanliness and housekeeping standards.
- Coordinate repair and maintenance activities with external vendors and building management.
- Conduct regular inspections of office facilities, equipment, electrical, mechanical, plumbing, fire safety, and security systems.
- Assist in monitoring compliance with company policies, building regulations, permits, and statutory requirements.
- Support the acquisition and renewal of business permits and other mandatory compliance requirements.
Customer Service & Administrative Support
- Deliver excellent customer service to employees, visitors, suppliers, and stakeholders.
- Support administration projects and special assignments as directed by the Administration Manager.
- Assist in implementing office procedures, storage systems, and process improvement initiatives.
- Perform other duties as assigned to support efficient administration operations.
Authority
- The Administration & Reception Associate shall have the authority, as delegated by the Administration Manager, to perform duties and make decisions necessary to ensure efficient administration, reception, facility, and office operations in accordance with company policies and procedures.
Required Qualifications & Experience
Education
- Bachelor's degree in Business Administration, Office Administration, Management, or any related field.
Experience
- Minimum 2-3 years of experience in receptionist, administrative, facilities, customer service, or office administration roles.
- Experience in procurement, vendor coordination, invoice processing, and office facilities management is an advantage.
Knowledge & Skills
- Proficient in Microsoft Office applications and general computer systems.
- Strong knowledge of office administration procedures and practices.
- Strong organizational, planning, and multitasking abilities.
- Effective negotiation and vendor management skills.
- Strong verbal and written communication skills.
- Detail-oriented with strong analytical and problem-solving abilities.
- Ability to work in a fast-paced environment and manage multiple priorities.
*This job description is not intended to be an exhaustive list of responsibilities, duties, or qualifications. Responsibilities may be modified, added, or reassigned at management's discretion to meet business needs*