Roles and Responsibilities:

To provide reception and administrative support ensuring the smooth operation of the office and maintaining a welcoming & engaging environment for colleagues and visitors.

Front Desk Management and Customer Service:

• Greet and welcome colleagues and visitors in a professional manner.
• Respond to inquiries and provide information to colleagues and visitors.
• Answer and direct phone calls to appropriate personnel.
• Manage incoming and outgoing mail and packages.

Open & Close office check:

• Ensure all meeting rooms are maintained in good condition.
• Reporting defects and arrange maintenance with property support teams.
• Liaise with the Office Experience Assistant and facility management vendors to ensure smooth daily operations.

Administration support:

• Manage meeting room bookings and assist with meeting coordination and hospitality support.
• Update and distribute the monthly telephone directory.
• Ensure timely invoicing and maintain a trackable filing system for annual budget planning.

Office Coordination:

• Responsible for regular ordering of office supplies, consolidating general office and departmental stationery orders.
• Performs other responsibilities and duties periodically as assigned by supervisor to meet operational requirements.

People & Culture engagement initiatives support:

• Support office events, such as festivals and seasonal celebrations.
• Support individual departmental functions involving office facilities and meeting rooms.
• Proactively collect and report feedback from colleagues and visitors, addressing concerns as needed.
• Act as an ambassador by providing a positive and energetic working environment.

Job Requirements:

• Education – High school diploma or equivalent; additional qualifications in office administration are a plus.
• Experience – Proven experience as a receptionist or in a similar administrative role.
• Proficient in MS Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information.