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- Manage the front desk as the first point of contact for guests, employees and vendors. Welcome visitors warmly, ensuring a positive first impression of the company in a professional manner.
- Manage incoming calls by screening, addressing customer inquiries, taking accurate messages, and transferring calls to the appropriate department promptly and courteously.
- Handle incoming and outgoing correspondence, including documents and parcels via domestic and international couriers like DHL and GDex, and coordinate daily pickups. Collect mail from the mailroom.
- Maintain records of commercial invoices and create commercial invoices for domestic parcels for domestic and international in compliance with customs regulations.
- Assist with office maintenance tasks such as coffee machine upkeep, light replacements, air-conditioning checks, minor wiring repairs, and toilet maintenance (e.g., leaks, overflow, drainage issues). Report any malfunctions and act as the main contact with building management or contractors.
- Oversee the office maintenance schedule for items such as the coffee machine, water dispenser, toiletries, pest control, air-conditioning checks, landscaping and others as needed. Ensuring timely renewals of all maintenance contracts.
- Coordinate with building management on work permits arrangement for vendors, contractors, and suppliers as needed.
- Coordinate application of building access cards and process requests for replacements for lost cards. Maintain an accurate record/data of issued building access card.
- Monitor and report on renovation activities to management during and after work hours.
- Manage meeting room booking system and ensure meeting space with necessary supplies and equipment.
- Prepare monthly order of pantry supplies and ensure sufficient supply in meeting rooms and the pantry is functional.
- Supervise cleaning staff to maintain office cleanliness and hygiene.
- Manage locker assignments for employees on hybrid work arrangements and office keys records.
- Support travel arrangements for employees, including flights and hotel bookings as and when required. Arrange hotel bookings for employees to travel to attend training and business trip. Manage the annual renewal of corporate hotel rates.
- Maintain filing systems and a contacts database.
- To perform any other duties as assigned by the Superior.
- Manage the front desk as the first point of contact for guests, employees and vendors. Welcome visitors warmly, ensuring a positive first impression of the company in a professional manner.
- Manage incoming calls by screening, addressing customer inquiries, taking accurate messages, and transferring calls to the appropriate department promptly and courteously.
- Handle incoming and outgoing correspondence, including documents and parcels via domestic and international couriers like DHL and GDex, and coordinate daily pickups. Collect mail from the mailroom.
- Maintain records of commercial invoices and create commercial invoices for domestic parcels for domestic and international in compliance with customs regulations.
- Assist with office maintenance tasks such as coffee machine upkeep, light replacements, air-conditioning checks, minor wiring repairs, and toilet maintenance (e.g., leaks, overflow, drainage issues). Report any malfunctions and act as the main contact with building management or contractors.
- Oversee the office maintenance schedule for items such as the coffee machine, water dispenser, toiletries, pest control, air-conditioning checks, landscaping and others as needed. Ensuring timely renewals of all maintenance contracts.
- Coordinate with building management on work permits arrangement for vendors, contractors, and suppliers as needed.
- Coordinate application of building access cards and process requests for replacements for lost cards. Maintain an accurate record/data of issued building access card.
- Monitor and report on renovation activities to management during and after work hours.
- Manage meeting room booking system and ensure meeting space with necessary supplies and equipment.
- Prepare monthly order of pantry supplies and ensure sufficient supply in meeting rooms and the pantry is functional.
- Supervise cleaning staff to maintain office cleanliness and hygiene.
- Manage locker assignments for employees on hybrid work arrangements and office keys records.
- Support travel arrangements for employees, including flights and hotel bookings as and when required. Arrange hotel bookings for employees to travel to attend training and business trip. Manage the annual renewal of corporate hotel rates.
- Maintain filing systems and a contacts database.
- To perform any other duties as assigned by the Superior.
- Minimum qualification diploma holder in administration.
- Require minimum 1-2 years work experience.
- Professional attitude and appearance, self-initiative and willing to learn.
- Multitasking and time management skills, with the ability to prioritize tasks and able to work independently.
- Being able to develop and maintain a positive working relationship with others.
- G ood English communication skills, both verbal and written.
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