Admin Coordinator cum Receptionist

JOB SUMMARY

The Admin Coordinator cum Receptionist ensures efficient and effective office operations by providing comprehensive administrative and receptionist support to the HR & Admin Departments. This role includes managing office activities, coordinating communication, maintaining accurate records, document control and maintaining an organized office environment. The Admin Coordinator cum Receptionist plays a crucial role in supporting the overall smooth functioning of the office.

KEY RESPONSIBILITIES

Administrative Support

• Organize and schedule meetings, appointments, and manage calendars for senior management.

• Coordinate and facilitate internal office events, training sessions, and workshops.

• Handle incoming and outgoing mail, parcels, phone calls, emails and direct inquiries appropriately.

• Prepare and follow up on various correspondence, including memos, letters and emails.

• Maintain and update the office filing system and handle all document management tasks.

• Support travel arrangements and bookings for employee’s business trips, including registration, hotel booking, transportation, and payment processes.

Receptionist Duties

• Greet and welcome all visitors in a professional manner, ensuring a positive experience.

• Manage the front desk by answering and directing phone calls, emails, and inquiries.

• Coordinate the use of meeting rooms, ensuring that facilities are clean and equipped.

• Assist with other reception-related tasks, such as handling incoming deliveries and courier services.

Document Control

• Develop, manage, and maintain document control procedures / guidelines in compliance with company standards.

• Ensure timely processing, updating, and dissemination of all controlled documents and notices.

• Coordinate with various departments to monitor and manage company documents, ensuring accurate and timely processing and record-keeping.

• Handle confidential and sensitive information with discretion.

Office and Facility Management

• Ensure office cleanliness, organization, and the proper functioning of all office equipment.

• Manage office supply inventory, ensuring adequate stock levels, and initiate orders as needed.

• Maintain office security and safety systems, adhering to occupational health and safety standards.

• Coordinate with suppliers and vendors for timely delivery and services.

Vehicle and Facility Management

• Manage company vehicles, including scheduling maintenance and ensuring their availability.

• Supervise and coordinate the activities of the office outsourced serviced such as security guards, drivers, cleaners….

Administrative Budget Management and Reporting

• Review and process payment requests for administrative expenses in compliance with company policies.

• Track the administrative costs, reconcile budgets, and report on expenses periodically.

• Propose budgets optimization strategies and initiatives to enhance cost efficiency.

Collaboration and Teamwork

• Assist in planning and executing office events and team engaging activities.

• Actively collaborate to maintain a cohesive and efficient administrative team environment.

Employee Welfare

• Support the HR & Admin Department in implementing employee welfare and health care programs.

• Collaborate closely with HR team members to provide employee engagement programs and onboarding activities.

• Ensure a positive and friendly working environment that fosters employee engagement, well-being, and professional development.

Reporting and Continuous Improvement

• Prepare periodic and ad-hoc reports on administrative activities for the HR & Admin Director.

• Lead initiatives to enhance efficiency and streamline administrative operations.

Purpose of the role:

The purpose of this role is to ensure the efficient and effective operation of the office by:

• Providing comprehensive administrative and reception support.

• Managing and maintaining documentation, office supplies, and office facilities with a focus on organization and accuracy.

• Facilitating clear communication and coordination within the office.

• Overseeing the management and performance of office staff, administrative vendors (inhouse and outsourced) and related services.

REQUIREMENTS

Education

• Bachelor’s Degree in Business Administration, Office Management, or a related field.

• Relevant professional certifications in administrative management are an advantage.

Experience

• Minimum of 3 years of relevant administrative experience within an international or multinational company setting.

• Proven expertise in document control and office management efficiently.

Skills and Competencies

• Exceptional organizational and multi-tasking abilities.

• Proficiency in Microsoft 365

• Excellent in both written and verbal communication skills in English and customer service skills.

• Strong attention to detail, confidentiality, and problem-solving capabilities.

• Experience in budget management and expense tracking is a plus.

Personality / Attitude

• Positive Attitude: Demonstrates a proactive approach to work, inspiring and motivating others within the team; committed to service excellence.

• Integrity: Maintains high standards of honesty and integrity in all interactions, building trust and respect with colleagues and stakeholders.

• Collaboration: Works effectively with others, fostering a spirit of teamwork and cooperation across the organization.

• Detail-Oriented: Meticulous, honest, and highly responsible in work.

• Adaptability: Proactive, creative, and able to quickly adapt to the work environment.