Receptionist cum Administrative Executive
Job Summary
- Maintaining operational efficiency: Managing Admin tasks, ensures daily operations run smoothly and efficiently.
- Maintaining professional image: Acting as the first point of contact for visitors and clients.
- Maintaining office organization: Oversee the maintenance of office supplies and equipment, ensuring a clean, organized, and functional workspace.
Job Responsibilities and Accountabilities
Key Area Results
1. Office & Facility Management
- Manage day-to-day office operations, including supplies, equipment, pantry items, facility cleanliness, and seating arrangement to ensure a well-maintained and productive work environment.
- Provide necessary support services to employees such as taxi cards, grab accounts, employee/bike cards, uniforms, and internal product sales and others if required.
- Maintain filing systems for administrative documents in compliance with company policies and procedures.
- Proactively identify and resolve administrative issues to minimize disruptions.Expected Output: Organized and well-functioning office environment with smooth daily operations and timely employee support.
2. Procurement & Vendor Coordination
- Handle procurement of office supplies, services, and equipment.
- Manage vendor relationships to ensure timely and cost-effective sourcing.
- Ensure proper documentation and accurate processing of supplier payments.
- Allocate office-related expenses to relevant departments accurately.
Expected Output: Reliable procurement process with strong vendor collaboration and on-time payment handling.
3. Financial & Administrative Reporting
- Monitor administrative expenses and maintain updated financial records.
- Assist in preparing annual budgets and conduct regular expense tracking.
- Prepare and submit monthly expense reports and other requested reports in a timely and accurate manner.
Expected Output: Clear, accurate, and timely financial reporting that supports effective cost control.
4. Scheduling & Event Support
- Organize and coordinate internal meetings, appointments, and company events.
- Manage logistics for events, including venue booking, catering services, materials preparation.
Expected Output: Efficient and professional execution of meetings and events with seamless logistical support..
5. Communication & Information Management
- Handle all incoming and outgoing communications such as phone calls, emails, and mail.
- Serve as the first point of contact for visitors, clients, and internal/external stakeholders.
- Maintain accurate documentation, correspondence, and databases for easy access and retrieval.
Expected Output: Professional communication flow and well-organized documentation system.
Qualification & Certification
Bachelor’s Degree in Business Administration, English or related fields.
Background & Experience
- Over 2 years of experience in Office Management/ Admin Assistant or similar role
- Familiar with managing office supplies, travel arrangements, event coordination, and scheduling
Professional skills
- Proficiency in Microsoft Office (Word, Excel, Pivot Table, Outlook, PowerPoint).
- Experience in Canva, Capcut
- Strong business English communication, confident in handling English phone calls & meetings, able to translate or interpret basic admin documents when needed.
- Strong organizational and multitasking skills
- Attention to detail and time management
- Knowledge of budgeting and procurement process (e.g., purchasing office supplies)
Inter-Personal skills
- Professional communication – both verbal and written
- Polite, helpful, and service-oriented attitude
- Ability to work under pressure and manage multiple requests
- Discretion and trustworthiness when handling sensitive information
- Cooperative and team-oriented mindset
