Office Administration Coordinator/ Receptionist (1 year contract)

We are looking for an Office Administration Coordinator/ Receptionist to report to the Executive Assistant and support the smooth and efficient day-to-day operations of the office. The role encompasses a range of administrative, procurement, and coordination responsibilities to ensure a well-organised office environment and a positive workplace experience for employees and visitors.

Responsibilities

General Administrative Support

• Manage front-desk operations, greet and assist visitors, coordinate visitor registration, and provide general administrative support to ensure smooth daily office operations.

• Manage and coordinate meeting room bookings, ensuring accurate scheduling and timely updates, and handling booking changes, cancellations, and conflicting requests.

• Handle daily letterbox collection, courier services and process vendor invoices.

• Oversee the procurement and replenishment of stationery and pantry supplies.

• Coordinate festive decorations and work closely with the Facilities team to support workplace upkeep, maintenance, and a conducive working environment.

New Hire & Leaver Administration

• Coordinate onboarding arrangements for new hires, including photo-taking, access card issuance, locker allocation, and distribution of new hire welcome pack.

• Manage access card refreshes and deactivation for departing employees.

Procurement & Vendor Management

• Source and order pantry supplies, stationery, and Ichor-branded merchandise.

• Raise Purchase Requisitions (PRs) and submit invoices for finance processing.

• Liaise with vendors to coordinate toner and drum replacements across offices and cells, as well as vending machine replenishment and fault rectification.

Requirements

• NITEC/ Diploma in Office Admin or equivalent qualification.

• 2–3 years of working experience in an administrative, office support, or customer service role. Experience in a manufacturing environment would be an advantage.

• Basic to intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

• Familiarity with procurement processes, including raising Purchase Requisitions (PRs) in Oracle.

• Excellent organisational skills, with the ability to manage multiple tasks and priorities simultaneously.

• Ability to work independently with minimal supervision while managing competing deadlines.

• Comfortable interacting with internal stakeholders, external vendors, and visitors at all levels.