Job Description

We are seeking a professional and highly organized Receptionist & Admin Support to manage front-office operations and provide vital administrative assistance to ensure the smooth functioning of our business setup and corporate services firm. As the first point of contact for clients and visitors, the ideal candidate must be personable, detail-oriented, and efficient in handling multiple tasks while maintaining a high level of professionalism.

Key Responsibilities:

1. Front Desk & Client Interaction

Greet and welcome clients and visitors in a friendly, courteous, and professional manner.

Answer, screen, and forward incoming calls while maintaining a positive tone.

Respond to inquiries via phone, email, or in person, ensuring prompt and accurate information is provided.

Maintain a visitor log, issue visitor passes, and notify staff of guest arrivals.

Keep the reception area clean, organized, and reflective of a professional image.

Coordinate with building security for visitor access and ensure adherence to office entry protocols.

Provide general support and guidance to walk-in clients regarding company services.

2. Administrative & Office Support

Maintain organized filing systems (electronic and physical) for easy document retrieval.

Manage incoming and outgoing mail, courier packages, and deliveries.

Monitor inventory of office supplies, pantry items, and stationery; place orders as needed.

Support document preparation and processing for business setup, licensing, and visa applications.

3. Scheduling & Coordination

Manage appointment calendars and meeting schedules for management and internal teams.

Coordinate internal and external meetings, book conference rooms, and avoid scheduling conflicts.

Assist in scheduling government and PRO-related appointments when required.

4. Compliance & Confidentiality

Handle sensitive company and client information with absolute confidentiality and professionalism.

Ensure visitor records, office policy documents, and security pass logs are accurately maintained.

Comply with internal protocols and legal regulations for data handling and office procedures.

5. IT & Facilities Liaison

Coordinate with IT support for setting up workstations, emails, and office access systems.

Ensure printers, scanners, phones, and other office equipment are functional and serviced regularly.

Liaise with facility management to address maintenance issues and office space management.

6. Additional Responsibilities

Support basic crisis management and uphold emergency safety procedures.

Assist HR and operations teams in organizing employee engagement and wellness activities.

Perform additional tasks and responsibilities as assigned by management to support overall office efficiency.

Requirements:

Bachelor's degree in Business Administration, Office Management, or a related field.

Minimum 1-2 years of relevant experience in reception or administrative roles (experience in business setup or PRO services is a plus).

Excellent verbal and written communication skills in English; additional languages are an advantage.

Strong organizational skills with the ability to multitask and prioritize effectively.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and office management systems.

Professional appearance, a customer-service mindset, and a high level of discretion.

Job Type: Full-time