Receptionist and Admin Clerk

In the capacity of Receptionist and Admin clerk, you will be responsible for managing front desk operations, handling incoming calls and correspondence, and ensuring a professional and welcoming office environment. You will oversee office supplies and consumables, coordinate maintenance and third-party services, manage meeting room bookings, and maintain accurate records and filing systems. Additionally, you will support general office administration, visitor management, courier handling, and company vehicle servicing records to ensure smooth and efficient daily operations.

Reception:

• Handle incoming calls and correspondence, directing inquiries to the appropriate personnel.
• Preparing meeting rooms.
• Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
• Manage and maintain office supplies, equipment, and facilities.
• Manage and organize filing systems, both electronic and physical.
• Accurately input and maintain records in our databases.
• Performing ad-hoc administrative duties.
• Sorting and distributing mail.

Office Supplies & Consumables:

• Maintain an up-to-date inventory of office stationery and supplies (e.g. milk, coffee, tissue paper etc.).
• Ensure timely procurement of stationery and consumables within budget limits.
• Distribute office supplies to employees as per requests and keep proper records.
• Monitor stock levels and reorder before supplies run out.
• Ensure proper storage and organization of office supplies.
• Obtain quotations and negotiate pricing for office-related purchases and services.

Office Maintenance & Third-Party Coordination:

• Schedule and follow up on maintenance services for ACs, water dispensers, and coffee machine.
• Liaise with third-party service providers for repairs and servicing of office appliances (mentioned above) and deep cleaning of the office.
• Coordinate with the landlord regarding office-related issues (plumbing, electrical, structural, water shortages).
• Ensure the cleanliness and upkeep of the office environment and coordinate with the maintenance lady as and when required.
• Arrange for office pest control as required.

Company Vehicle Management:

• Maintain records of vehicle servicing, insurance, and road tax renewals.
• Schedule periodic maintenance and servicing of company vehicles.
• Handle any vehicle-related issues such as breakdowns or repairs and provide with vehicle towing phone number if necessary.

General Office Administration:

• Record entries of visitors in the logbook.
• Assist in onboarding new employees by ensuring their workspace is ready with necessary supplies.
• Address staff concerns related to office facilities and escalated as needed.
• Manage meeting room bookings and ensure meeting spaces are well-equipped.
• Handle courier services, mail distribution, and package handling.

Required Qualifications & Profile:

• Minimum Higher School Certificate (HSC) or equivalent qualification.
• 2 - 4 years of experience in a receptionist or administrative role.
• A Diploma or ongoing studies in Business Administration will be an advantage.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Good communication and interpersonal skills.
• Ability to work independently, prioritize tasks, and handle ad-hoc duties efficiently.
• Professional demeanor with a customer-service mindset.