Executive - Front Desk Cum Admin

Reporting To:

1. Job Purpose:

2. Key Responsibilities:

A. Reception & Visitor Management

• Greet visitors, vendors, contractors, and staff in a courteous and professional manner.

• Manage visitor check-in/check-out; issue visitor badges; ensure safety induction if required.

• Handle incoming phone calls; screen, forward to relevant persons; take clear messages.

• Receive and distribute incoming mail, courier, and deliveries.

• Maintain reception area: tidy, presentable, clean.

B. Communication & Coordination

• Liaise with security, housekeeping, maintenance, and other vendors.

• Coordinate meeting schedules; book meeting rooms; arrange meeting logistics.

• Assist in transport arrangements for visitors or staff as needed.

• Inform staff about visitor arrivals.

C. Administrative Support

• Maintain filing systems (paper & electronic) and ensure documents are organized.

• Order, monitor, and maintain inventory of office supplies, stationery, safety gear.

• Draft, type, proofread correspondence, forms, reports.

• Assist HR / Admin with attendance, leave record keeping, onboarding documentation.

• Perform data entry, scanning, photocopying, faxing as required.

D. Facility & Office Maintenance

• Coordinate with vendors for repairs, maintenance of the reception / admin area.

• Ensure common areas (waiting room, reception, restrooms) are well-maintained.

• Ensure safety and security protocols are followed (visitor badges, entry passes, safety equipment).

E. Finance / Accounts Support (where applicable)

• Manage petty cash for office/reception expenses; prepare vouchers / expense reports.

• Assist in processing utility bills, phone/internet bills, maintenance invoices.

F. Other / Ad hoc Tasks

• Help organize internal events / training / meetings (logistics, refreshments, invitees).

• Support in audits, inspections related to admin / safety.

• Perform any other tasks assigned by Admin Manager / HR.

3. Required Skills & Qualifications:

Criteria Detail Education Bachelors degree in any field is preferred.

Experience 3-5 years in reception / administrative / front office roles; experience in manufacturing or industrial setting is a plus.

Language Skills Good verbal & written communication in English and local language(s).

Computer Skills Proficient in MS Office (Word, Excel, Outlook); familiarity with record keeping / basic administrative software.

Personal Attributes Presentable, polite, customer service orientation; strong multitasking skills; good time management.Attention to Detail Accuracy in documentation, ability to maintain logs, follow procedures.

Confidentiality & Integrity Discreet handling of sensitive or proprietary information.

4. Key Performance Indicators (KPIs):

• Response time for answering calls / greeting visitors.

• Accuracy & timeliness in handling mail / courier / deliveries.

• Maintenance of office / reception area cleanliness & presentation.

• Stock-outs vs overstock of supplies.

• Timeliness and accuracy in admin / HR support tasks (attendance, documentation, billing).

• Feedback from staff / visitors on professionalism & efficiency.

5. Salary & Benefits:

• Salary: As per company policy

• Benefits: [Healthcare / Provident Fund / Leave / Other perks]