Receptionist cum Office Assistant

Job Description

1. Reception & Front Desk Management

• Welcome and assist visitors, clients, and partners in a professional and friendly manner.
• Handle incoming calls, take messages, and redirect inquiries to the appropriate departments.
• Maintain a tidy, organized, and presentable reception area, ensure meeting rooms are well-prepared before meetings.

2. Administrative, HR & Office Support

• Manage and maintain office supplies, stationery, pantry items, and other inventory.
• Coordinate with building management, cleaners, and maintenance vendors to ensure a safe and comfortable work environment.
• Handle incoming and outgoing mail, couriers, and other correspondence; record and track as required.
• Prepare, edit, and format documents, letters, and reports as assigned.

• Support onboarding activities for new employees (welcome kits, workstation setup, document collection, etc.).
• Assist with HR administrative tasks such as maintaining employee records, leave tracking, and other general HR documentation.

• Contact suppliers for quotations, negotiate pricing, and issue purchase orders with approval. Follow up with vendors on delivery schedules and coordinate payment requests with the accounting team.
• Maintain updated records of suppliers, contracts, and procurement files.

3. Project Support

• Assist with purchasing, sourcing activities and market research.
• Organize and manage sample inventory, swatches, and material library; ensure items are properly labeled and stored.
• Support project documentation, including translation, formatting, and data entry as required.

4. Other Duties

• Support senior management with day-to-day tasks and ad-hoc assignments.
• Perform other duties as required.

Job Requirement

• Bachelor’s degree in Business Administration, English, or a related field.
• Strong communication and interpersonal skills.
• Good organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Professional appearance.
• Good command of English.

Additional Preferred Skills:

• Experience in dealing with suppliers and logistics.
• Basic knowledge of purchasing and inventory management.
• Familiarity with furniture materials, finishes, and samples (a plus).