Admin Executive cum Receptionist

Job Responsibilities

1. Front Desk / General Support

2. Provide administrative support to the management team, visiting business guests, and other staff members.

3. Greet visitors; manage the main phone line and general inbox; handle incoming and outgoing correspondence (emails, phone calls, mail/couriers).
4. Coordinate meeting room bookings and setup; host guests with proper business etiquette.
5. Draft and proofread official correspondence.

6. Handle multiple tasks simultaneously and prioritise work effectively.

7. Administration / Office Operations

8. Maintain office supplies and ensure office equipment is in good working order.

9. Coordinate with vendors, suppliers and building management for office maintenance and supplies.
10. Maintain company licences, contracts and records (including e-filing and registers).
11. Arrange travel/hotel/transport; assist in planning and organising company events/functions (e.g., business trips, annual D&D).
12. Prepare simple expense summaries and invoice packs; support finance month-end.
13. Prepare and submit claims/records for department staff (overtime, leave, petty cash).

14. Responsible for the Company's IT system and phone system; perform ID administration, including creation/removal of system accounts (e.g., Email, Door Access Control System).

15. HR Support

16. Assist recruitment: post jobs, screen resumes, schedule interviews and follow up.

17. On/Off-boarding & changes: prepare offers, collect joining documents, keep personnel files, track probation.
18. Maintain attendance/leave records; organise employee benefits and training activities.
19. Prepare documents and track progress for work passes/LOC/interns (where applicable).
20. Work closely with the management team and provide support in administrative duties when assigned.
21. Liaise with external providers (payroll/HR consultants) and compile data for payroll & compliance.

Other ad-hoc duties as assigned.

Qualifications:

• Diploma or higher qualification with minimum 3 years of relevant secretarial/administrative experience.
• Proficiency in using common office software and tools, such as Microsoft Office Suite.
• Good interpersonal skills, able to work independently under multi task.
• Basic knowledge of office equipment and technology.
• Fast learner, well-organised with a strong sense of responsibility and a positive attitude.