Front Desk cum Admin Representative

Job Summary

The Front Desk cum Admin Representative serves as the first point of contact for visitors, clients, and callers, while also providing administrative support to ensure the smooth day-to-day operation of the office. This role requires a professional, organized, and personable individual capable of multitasking between front-desk duties and general administrative responsibilities.

Key Responsibilities

Front Desk Duties

• Greet and welcome visitors, clients, and vendors in a professional and friendly manner
• Answer, screen, and forward incoming phone calls
• Maintain the visitor log and issue visitor badges/passes as required
• Manage the reception area, ensuring it is tidy and presentable at all times
• Handle inquiries in person, by phone, or via email, and direct them to the appropriate department
• Schedule appointments and manage meeting room bookings
• Receive, sort, and distribute daily mail/deliveries; coordinate courier services

Administrative Duties

• Maintain and update office records, filing systems, and databases (physical and digital)
• Assist with data entry, drafting letters, memos, and reports
• Manage office supplies inventory and place orders as needed
• Support HR with onboarding tasks (e.g., preparing ID cards, welcome kits)
• Coordinate travel arrangements and accommodation bookings for staff/guests, as needed
• Assist in organizing company events, meetings, and conferences
• Maintain petty cash records and basic expense tracking (if applicable)
• Liaise with vendors and service providers (housekeeping, maintenance, security)
• Support other departments with clerical tasks as assigned

General

• Ensure compliance with company policies and confidentiality standards
• Handle sensitive information with discretion
• Perform other duties as assigned by management

Required Qualifications & Skills

• Bachelor's degree or diploma in Business Administration or related field (preferred)
• 13 years of experience in a front desk, receptionist, or administrative role
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Professional appearance and demeanor
• Ability to handle confidential information with integrity
• Strong interpersonal skills and a customer-service mindset
• Basic knowledge of office equipment (printers, scanners, EPABX systems)

Preferred Skills

• Prior experience with office management software or CRM tools
• Knowledge of a second language (if relevant to the region)
• Experience handling petty cash or basic bookkeeping

Key Competencies

• Punctuality and reliability
• Attention to detail
• Positive, proactive attitude
• Problem-solving skills
• Team collaboration

Work Environment

• Full-time, on-site role, primarily desk-based at the front office
• May require occasional extended hours during events or peak periods