EXECUTIVE, ADMINISTRATION

General Description

The Administration Executive cum Receptionist is responsible for managing the company's front office operations while ensuring the smooth administration of office facilities and support services. The role serves as the first point of contact for visitors, clients and vendors, while coordinating meeting room arrangements, pantry management, office facilities, company transport and administrative support to ensure an efficient and professional working environment.

JOB DESCRIPTION

Reception & Front Office Management

• Manage the reception counter and serve as the first point of contact for visitors, clients and vendors.
• Answer and direct incoming telephone calls professionally.
• Receive, record and distribute incoming mail, parcels and courier items.
• Attend to walk-in visitors and ensure proper visitor registration procedures are followed.
• Maintain a professional reception area and positive corporate image.

Meeting Room & Office Facilities Management

• Coordinate meeting room bookings and ensure rooms are prepared before meetings.
• Ensure meeting rooms are clean, well-equipped and ready for use.
• Manage office facilities including access cards, lockers, notice boards and common areas.
• Coordinate maintenance and repair requests with service providers.
• Monitor office cleanliness and liaise with cleaning contractors to ensure service standards are maintained.

Pantry & Office Supplies Management

• Ensure pantry areas are clean, organised and adequately stocked.
• Monitor and replenish pantry supplies and refreshments.
• Coordinate procurement of office stationery and administrative supplies.
• Maintain inventory records for office consumables.

Pool Driver & Company Transportation

• Coordinate daily schedules and assignments for pool drivers.
• Manage company vehicle booking requests.
• Monitor vehicle usage, maintenance schedules, road tax, insurance and servicing records.
• Coordinate transportation arrangements for official visitors and business requirements.

Administrative Support

• Assist in coordinating office events, meetings and employee activities.
• Support procurement and administration of office equipment and furniture.
• Maintain filing systems and administrative records.
• Liaise with vendors, contractors and service providers for office-related matters.
• Monitor service contracts and ensure timely renewal where applicable.

Facilities & Building Coordination

• Coordinate building access arrangements for employees and visitors.
• Liaise with building management on maintenance, security, parking and facility-related matters.
• Assist in ensuring compliance with workplace safety and office housekeeping requirements.

Other Responsibilities

• Support relocation, renovation and office setup projects when required.
• Perform any other administrative duties assigned by Management from time to time.

JOB REQUIREMENT

1. Education

• Diploma or Bachelor's Degree in Business Administration, Office Management, Human Resource Management or equivalent.

2. Knowledge & Experience

• Minimum 2–3 years of experience in administration, front office or office management.
• Experience in managing office facilities, vendors and reception functions is an added advantage.
• Experience in coordinating company vehicles and facilities management is preferred.

3. Skills & Competencies

• Excellent communication and interpersonal skills.
• Good organisational and time management skills.
• Strong customer service orientation.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good coordination and problem-solving abilities.
• Ability to multitask and prioritise work effectively.

4. Special Skills Required

• Ability to coordinate multiple administrative functions simultaneously.
• Good vendor management and negotiation skills.
• Basic knowledge of facilities and office operations management.
• Ability to maintain confidentiality and professionalism.

5. Personal Attributes

• Professional and pleasant personality.
• Well-groomed and customer-focused.
• Responsible, proactive and resourceful.
• Detail-oriented and organised.
• Able to work independently and as part of a team.
• High integrity with a positive working attitude.

WORKING RELATIONSHIP

Internal

• Chief Executive Officer
• Heads of Department
• All Employees
• Human Resource Department
• Finance Department
• Procurement Department
• Information Technology Department

External

• Building Management
• Service Providers and Contractors
• Visitors and Clients
• Government Authorities
• Courier Service Providers
• Vendors and Suppliers