Job Description

We are looking for an Office Administration Coordinator/ Receptionist to report to the Executive Assistant and support the smooth and efficient day-to-day operations of the office. The role encompasses a range of administrative, procurement, and coordination responsibilities to ensure a well-organised office environment and a positive workplace experience for employees and visitors.

Responsibilities

General Administrative Support

Manage front-desk operations, greet and assist visitors, coordinate visitor registration, and provide general administrative support to ensure smooth daily office operations.
Manage and coordinate meeting room bookings, ensuring accurate scheduling and timely updates, and handling booking changes, cancellations, and conflicting requests.
Handle daily letterbox collection, courier services and process vendor invoices.
Oversee the procurement and replenishment of stationery and pantry supplies.
Coordinate festive decorations and work closely with the Facilities team to support workplace upkeep, maintenance, and a conducive working environment.

New Hire & Leaver Administration

Coordinate onboarding arrangements for new hires, including photo-taking, access card issuance, locker allocation, and distribution of new hire welcome pack.
Manage access card refreshes and deactivation for departing employees.

Procurement & Vendor Management

Source and order pantry supplies, stationery, and Ichor-branded merchandise.
Raise Purchase Requisitions (PRs) and submit invoices for finance processing.
Liaise with vendors to coordinate toner and drum replacements across offices and cells, as well as vending machine replenishment and fault rectification.

Requirements

NITEC/ Diploma in Office Admin or equivalent qualification.
2-3 years of working experience in an administrative, office support, or customer service role. Experience in a manufacturing environment would be an advantage.
Basic to intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Familiarity with procurement processes, including raising Purchase Requisitions (PRs) in Oracle.
Excellent organisational skills, with the ability to manage multiple tasks and priorities simultaneously.
Ability to work independently with minimal supervision while managing competing deadlines.
Comfortable interacting with internal stakeholders, external vendors, and visitors at all levels.