Workplace Assistant

Responsibilities

• Serve as the first point of contact for all visitors, ensuring a welcoming and secure environment, and managing the reception area.
• Oversee the daily condition of the office (cleanliness, maintenance, common areas), identifying and addressing facility issues promptly.
• Manage the office budget for non-IT consumables, ordering, tracking inventory, and ensuring all pantry, stationery, and utility supplies are stocked and organised.
• Coordinate incoming and outgoing mail, courier services, and local delivery logistics.
• Act as the primary liaison for key office vendors, including catering, cleaning services, facility maintenance, and security.
• Manage vendor invoices, verify service delivery, and submit documentation for timely processing to the finance team.
• Handle petty cash administration and reconciliation for minor office expenses.
• Directly support employee onboarding by preparing workspaces, coordinating the setup of new desks, monitors, and basic equipment with the IT team.
• Schedule and prepare meeting rooms, ensuring AV equipment is operational for internal meetings and external client calls.
• Assist in organising internal events, weekly team lunches, and company-wide celebrations.
• Process basic travel and accommodation bookings for executives and staff as needed.
  

Requirements

• 1-2 years of hands-on experience in office administration, front desk, or a facility support role, preferably within a startup setting.
• Excellent professional communication skills (written and verbal) with a customer-service orientation.
• Strong proficiency in Microsoft Office/Google Workspace, particularly spreadsheets for inventory tracking and calendaring.
• Demonstrated ability to multitask, prioritise tasks efficiently, and problem-solve under pressure in a fast-paced setting.
• A proactive mindset with a keen eye for detail and aesthetics, ensuring the office consistently presents a professional image.