Office Admin cum Secretary / Receptionist

Job Summary

The Office Admin cum Secretary / Receptionist provides administrative, secretarial, and front-desk support to ensure smooth daily office operations. This role supports the Directors and team by managing reception duties, attendance responsibilities, office administration, meeting coordination, and pantry management.

Key Responsibilities

Reception & Office Administration

• Act as the first point of contact for visitors and incoming phone calls notify staff of visitor arrivals

• Collate and distribute mail maintain reception area cleanliness and security

• Maintain attendance records and support attendance-related reporting

• Prepare basic communications such as emails, memos, invoices, and reports

• Maintain company calendar, schedule meetings, and coordinate internal and external events

• Coordinate company activities and celebrations (e.g. staff birthdays, festive events)

• Manage office operations including purchasing, office equipment, property inventory, and disposal

• Monitor and maintain office and pantry supplies, ensuring accurate stock records

• Liaise with building management and vendors for maintenance and improvements

• Manage travel bookings and support employee claims processing

• Handle ad-hoc administrative projects as required

Secretarial Support

• Manage Directors calendars, correspondence, and travel arrangements (including visas and accommodation)

• Screen calls, enquiries, and requests respond where appropriate

• Assist in follow-ups, document preparation, contracts, reports, and presentations

• Maintain Directors contact records and provide general secretarial support

Requirements

• Proven experience in office administration, secretarial, or receptionist roles

• Hands-on responsibility for attendance tracking and administrative reporting

• Proficient in MS Office (Word, Excel, Outlook)

• Self-motivated, well-organized, and able to work independently in a small office environment

• Strong communication skills with a positive, can-do attitude

• Ability to multitask and manage priorities effectively