Receptionist & Office Administrator

About the role

The Receptionist & Office Administrator manages the reception area, oversees the day-to-day administrative needs of the office and provides general administrative support to the General Managers. The role covers reception duties, hospitality, office supplies, expenses, supplier coordination, document organization and general office administration.

Key responsibilities

• Welcome and direct visitors, clients and business partners to the relevant General Manager.
• Handle incoming calls, inquiries, correspondence, mail, courier deliveries and outgoing documents.
• Serve tea, coffee, water and refreshments to the General Managers and visitors, keeping the pantry stocked.
• Maintain the reception area, pantry and meeting areas in an organized condition; no cleaning duties.
• Monitor office supplies, stationery and consumables, maintain inventory records and ensure timely replenishment.
• Source suppliers, obtain quotations, compare prices, place approved orders and follow up on deliveries.
• Monitor recurring bills and expenses (utilities, internet, telephone, rent, service charges), ensuring invoices are received, documented and paid on time.
• Keep records of purchases, invoices, receipts, supplier details, quotations and petty cash, coordinating with the Finance Department.
• Coordinate with building management, landlords, suppliers and external service providers on maintenance, repairs and equipment servicing.
• Organize, sort, file and maintain the General Managers' physical and electronic documents, folders, contracts and correspondence.
• Assist with printing, scanning, photocopying, document formatting, paperwork compilation and file retrieval.
• Help schedule appointments, manage bookings, update calendars and remind managers of upcoming meetings.
• Arrange travel, including flights, hotels, transport and itineraries.
• Follow up on pending matters, anticipate office and management needs, and keep company documents and sensitive information confidential.

Required profile

• Previous experience in reception, office administration or a similar role.
• Excellent organizational, coordination and time-management skills, with strong attention to detail.
• Professional appearance and excellent communication skills.
• Proactive, resourceful and able to work independently; strong multitasking, problem-solving and follow-up abilities.

Required skills

• Good knowledge of Microsoft Office, especially Word, Excel and Outlook.
• Ability to manage administrative records, invoices, office expenses and supplier coordination.