HR Admin cum Receptionist

Main duties:

● Receptionist:

– Guide visitors/clients to contact the correct departments or individuals and notify relevant teams to ensure proper communication.

– Operate the company’s reception desk and hotline; answer incoming calls and transfer them to the appropriate departments/individual.

– Receive, record, and distribute all incoming/outgoing documents to the correct recipients to ensure nothing is misplaced or lost.

– Manage meeting room equipment and supplies. Coordinate and schedule meeting-room usage efficiently. Prepare meeting rooms (equipment, drinking water, etc.) according to the schedules of the Board of Management and other departments.

– Manage administrative expenses within the assigned scope.

– Book air tickets and hotel accommodation for employees.

– Arrange company cars/taxis for airport transfers or business trips when required.

● Office Management:

– Supervise daily office operations, ensuring cleanliness, organization, and maintenance of office facilities.

– Supervise housekeeping services to ensure a clean and tidy working environment.

– Oversee office supplies inventory, procurement, and management to ensure continuous availability of essentials.

– Coordinate with vendors for repairs, maintenance, and servicing of office equipment, furniture, and facilities.

– In charge of renovating, maintaining and repairing items at common areas (toilet, meeting room, canteen, locker’s room, parking lot, security guard room, office …)

● Security & Safety:

– Manage building security, ensuring all protocols are followed, including the maintenance of access control systems, CCTV, and emergency procedures.

● Event & Travel Coordination:

– Oversee the planning and execution of company events, meetings, and gatherings, ensuring all logistics are in place.

– Manage travel arrangements and accommodation for employees, ensuring cost-effectiveness and compliance with company policies.

– Support company cultural activities (e.g., organizing Happy Hour and other internal events).

– Collecting, tracking & reporting:

– Collect, verify, and consolidate administrative expense documents.

– Record, categorize, track, and reconcile expense data in the system to ensure accuracy and transparency.

– Prepare periodic expense reports, identify unusual or over-budget items, and propose cost control and optimization measures.

● Other required tasks of Manager

Job requirements:

– Education: Bachelor’s degree in business administration, Management, or a related field.

– Experience: Minimum of 2 years of experience in general affairs, administration, or facility management.

– Good English communication skills

– Skills:

Strong organizational and multitasking skills.

Excellent communication and interpersonal skills.

Proficiency in MS Office Suite (Word, Excel, PowerPoint).

Ability to handle confidential information with discretion.

Problem-solving abilities and proactive mindset.