Receptionist & Office Admin

Roles & Responsibilities

Receptionist & Office Admin

First point of contact for visitors, support employees with administrative needs, coordinate with vendors, and ensure our office facilities are well-maintained.

Key Responsibilities:

Front Desk & Administration

• Greet visitors, manage calls, and oversee reception duties

• Organize bills, paperwork, and maintain filing systems

• Send office closure and holiday reminders

• Assist with onboarding/offboarding (ID cards, business cards, etc.)

HR Support & Employee Engagement

• Support HR in managing the employee life cycle: recruitment logistics, onboarding, probation tracking, confirmations, transfers, and exits

• Coordinate employee engagement activities such as team-building events, wellness programs, and festive celebrations

• Assist in maintaining employee records and HR documentation with confidentiality

• Partner with HR to enhance workplace culture and employee satisfaction initiatives

Finance & Vendor Coordination

• Manage monthly employee reimbursements and vendor expenses

• File and scan invoices, bills, and employee documents

• Coordinate with vendors for pantry supplies, cakes, and festival decorations

• Renew Annual Maintenance Contracts (AMC) and handle vendor payments

Travel & Event Management

• Book flights, hotels, and handle visa/travel arrangements for employees

• Support HR & IT teams in event logistics and office equipment coordination

• Actively participate in planning and execution of company events

Office Facilities & Maintenance

• Coordinate with building executives for parking spaces

• Serve as point person for maintenance, mailing, shipping, and supplies

• Prepare office cabins/rooms for international employees

Pantry & Housekeeping Oversight

• Supervise pantry operations, housekeeping staff, pest control, and cleaning

• Manage pantry budget and assist in office supply budgeting

Additional Responsibilities

• Photography for team photos and headshots

• Coordinate with health insurance brokers for Mediclaim enrollment

• Support employees with printing, scanning, xerox, faxing, and parking assistance

• Provide backup support to colleagues to ensure smooth operations

Skills & Competencies

• Strong organizational and multitasking skills

• Excellent communication and interpersonal abilities

• Vendor management and negotiation skills

• Proficiency in MS Office and office equipment handling

• Attention to detail and confidentiality

• Flexibility to collaborate and interchange duties

Education:

• Polytechnic Diploma or Junior College Certification or Bachelor’s Degree (preferred)

Tell employers what skills you have

Microsoft Office
Administration
Employee Engagement
Data Entry
MS Office
Office Administration
Vendor Management
Attention to Detail
Administrative Support
Able To Work Independently