Admin Assistant

Job Description

We are seeking a warm, highly organized, and proactive Admin Assistant to ensure the seamless daily running of our office and front-desk operations. In this role, you will be the main point of contact for internal and external enquiries, while providing comprehensive administrative, logistical, and operational support across various departments.

1. Front Desk & Guest Experience

• Warm Visitor Reception: Act as the first point of contact handling phone, email, and walk-in requests from staff, clients, and guests with a clear, helpful, and professional approach.

• Mail & Logistics Coordination: Oversee the incoming/outgoing flow of physical mail, courier deliveries, official packages, and sensitive documentation, making sure items reach the right hands fast.

• Facility Readiness: Keep the reception counter, main lobby, pantry, and shared meeting rooms well-stocked, hygienic, and ready for daily operational use.

2. Daily Administrative & Office Support

• Records & Data Management: Maintain structured physical and digital filing systems, execute basic data entry, and update routine tracking logs accurately.

• Supplies & Inventory Control: Keep a close eye on office stationery and pantry stocks placing timely replenishment orders so the office never runs out of essentials.

• HR & People Operations Support: Assist with onboarding paperwork, routine HR administration, and tracking staff activity records as needed.

• Event & Meeting Logistics: Coordinate venue setups, catering arrangements, and logistical preparation for internal meetings, staff gatherings, and organizational activities.

• Leadership & Ad-Hoc Assistance: Step in to assist middle and senior management with time-sensitive administrative tasks or ad-hoc operational requests to keep the office running without friction.
  

  Educational Background: GCE 'O' Level certificate or an equivalent qualification.

  Work Experience:

  • Around 3 years of hands-on experience in front-office support, general administration, or receptionist roles.

  Tech & Digital Competencies:

  • Office Tools: Functional proficiency in Microsoft Office (creating documents in Word, simple formatting/tables in Excel, and viewing/editing slides in PowerPoint).

  • Web & Email: Comfortable using Gmail, web browsers (Chrome, Edge), and cloud-based file management.

  Communication & Language: Clear oral and written English skills to liaise easily with colleagues, management, and external visitors.

  Personal Attributes: Excellent time management, a sharp eye for detail, and a dependable, service-oriented mindset.