Job Description

Job Summary

The Receptionist cum Admin Executive is responsible for managing front desk operations, executing administrative coordination, vendor liaison and office management tasks, as well as planning and supporting internal company events. This role ensures efficient, organized, and well-monitored office operations.

Key Responsibilities

1.Front Desk & Communication

• Manage reception counter and ensure professional visitor handling
• Answer and route calls, emails and enquiries promptly
• Maintain visitor records and meeting room bookings
• Handle courier, mail and dispatch coordination

2.Office Administration Execution

• Provide timely administrative support to departments
• Maintain filing, documentation and record accuracy
• Coordinate meetings, internal activities, and logistics arrangements

3.Internal Event Coordination

• Plan, coordinate and execute internal events such as CNY, Hari Raya, Christmas, Townhalls and other company activities
• Liaise with vendors, suppliers and internal stakeholders for event logistics
• Manage invitations, decorations, catering and materials as required
• Ensure events run smoothly and feedback is captured for improvements

4.Office Supplies & Asset Control

• Monitor office supplies stock level and trigger purchase requests
• Maintain office asset listing and basic tracking
• Ensure workplace cleanliness, readiness and functionality

5.Vendor & Facility Coordination

• Liaise with building management and service vendors
• Follow up maintenance issues until closure
• Ensure vendor work completion and service quality

6.Procurement & Cost Control Support

• Raise purchase requisition / coordinate purchase for admin items
• Support invoice submission and payment tracking
• Maintain petty cash record with proper documentation

7.Process Discipline & Ownership

• Adhere to administrative SOP and approval workflow
• Ensure documentation completeness and audit readiness
• Highlight issues, delays, or risks to supervisor
• Proactively monitor and follow up on administrative matters

8.Recruitment Support

• Assist HR in coordinating interview schedules between candidates and hiring managers.
• Contact candidates to confirm interview arrangements and provide relevant interview details.
• Coordinate meeting rooms or online meeting links for interviews.
• Assist with candidate registration and ensure interview arrangements run smoothly.
• Support other HR administrative tasks when required.

9.Ad-hoc Support

• Provide support to HR / Finance administrative tasks when required
• Perform assignments from management

Job Requirements

• Diploma / Degree in Business Administration or equivalent
• 2–4 years relevant experience
• Organized, responsive and detail-oriented
• Strong coordination, follow-up and multitasking skills
• Proficient in Microsoft Office
• Proactive attitude, able to work independently and take ownership of tasks

Skills