1. Reception & Visitor Support

• Guide visitors/partners to the correct department or responsible person, notify relevant teams to ensure proper reception procedures.

• Operate the reception desk and company hotline, receive incoming calls and transfer them to the appropriate department/personnel.

• Manage meeting room equipment and supplies, coordinate and arrange meeting room schedules efficiently.

• Receive, record, and deliver incoming documents, correspondence, and packages to the correct recipients to avoid loss.

2. Office Administration & Employee Services

• Supervise daily office operations to ensure a clean, organized, and well-functioning work environment.
• Supervise the tea lady and ensure all office areas are properly cleaned and maintained.
• Track office stationery and pantry inventory, prepare purchase requests and distribute supplies accordingly.
• Work with vendors to manage office procurement, repairs, maintenance, and all ongoing service contracts.
• Issue staff ID cards, print name cards, support office access rights, and arrange seating plans.
• Ensure office plants are maintained according to schedule.

3. Event & Travel Coordination

• Coordinate company events, meetings, and conferences, ensuring all logistics are properly arranged.

• Arrange business travel bookings: flight tickets, hotels, transportation, in accordance with company policies.

• Support internal engagement or cultural activities when required

4. Expense Collection & Reporting

• Collect and verify administrative expense documents (utilities, stationery, services, repairs, office rental, vehicles, business trips, etc.).
• Prepare payment requests and ensure proper documentation.
• Compile and prepare the monthly expense report.

5. Other Tasks (Ad-hoc)

• Perform other tasks assigned by the Line Manager, including providing remote support to other offices when required.

REQUIREMENTS 

Education and Knowledge 

• Bachelor’s degree in Business Administration or a related field (preferred). 

Experience 

• Minimum 2 years of experience in receptionist, general affairs, administration.

Skills and Abilities 

• Good English communication skills  

• Good communication and interpersonal skills

• Careful, well-organize, and service-oriented mindset

• Proficiency in Microsoft Excel and Canva for daily tasks and document preparation

• Adaptability: Ability to adapt to changing requirements and work efficiently in a fast-paced environment. 

Other characteristics 

• Hard-working. 

• Careful. 

• Honest. 

• Caring and sharing.