The Receptionist provides comprehensive administrative support to ensure the smooth operation of the Executive Office and related departments. This role includes managing meeting logistics, coordinating travel and vendor services, maintaining office supplies, and facilitating communication between staff and external partners. The Receptionist acts as a key liaison for executive support functions, ensuring a professional and efficient workplace environment.
Key Job Responsibilities:
- Greet and welcome visitors, clients, and employees in a friendly and professional manner
- Manage incoming calls, emails, and correspondence, directing them to appropriate departments or individuals
- Maintain the reception area’s cleanliness and organization to ensure a professional atmosphere
- Handle visitor and contractor check-in/check-out processes while enforcing security protocols
- Maintain accurate records of visitors and appointments
- Provide information and assistance regarding company services and policies, ensuring confidentiality and discretion
- Schedule and coordinate appointments, meetings, and conference room bookings for meeting rooms.
- Ensure meeting rooms are clean, well-stocked, and prepared coordinate refreshments and post-meeting cleanup with office attendants
- Share meeting schedules with office attendants and coordinate guest parking with security
- Arrange travel for colleagues, including preparing purchase requests and liaising with vendors
- Maintain logs for the company vehicle and coordinate user details
- Prepare courier shipments and update office directories and hotel lists
- Manage monthly inventory and procurement of stationery, groceries, and office supplies.
- Distribute incoming mail to relevant departments
- Maintain cleanliness and orderliness of the Chairman’s office and coordinate lunch and beverage provisions
- Prepare and monitor office maintenance requests and office attendant rotations
- Organize staff-related activities such as birthday greetings and onboarding support, including digital business card creation and distribution
- Support Commercial Department with sourcing quotations, preparing comparisons, and managing purchase orders across multiple departments
- Prepare vendor invoice approval forms with supporting documents for finance processing, ensuring proper authorization
- Assist with administrative tasks such as data entry, filing, and document preparation as needed
- Coordinate with various departments to support daily office operations
- Office and list of hotels directory updates
- Office maintenance requests (office movement, modification, maintenance)