Admin Coordinator cum Receptionist

JOB SUMMARY
The Admin Coordinator cum Receptionist ensures efficient and effective office operations by providing comprehensive administrative and receptionist support to the HR & Admin Departments. This role includes managing office activities, coordinating communication, maintaining accurate records, document control and maintaining an organized office environment. The Admin Coordinator cum Receptionist plays a crucial role in supporting the overall smooth functioning of the office.
KEY RESPONSIBILITIES
Administrative Support
• Organize and schedule meetings, appointments, and manage calendars for senior management.
• Coordinate and facilitate internal office events, training sessions, and workshops.
• Handle incoming and outgoing mail, parcels, phone calls, emails and direct inquiries appropriately.
• Prepare and follow up on various correspondence, including memos, letters and emails.
• Maintain and update the office filing system and handle all document management tasks.
• Support travel arrangements and bookings for employee's business trips, including registration, hotel booking, transportation, and payment processes.
Receptionist Duties
• Greet and welcome all visitors in a professional manner, ensuring a positive experience.
• Manage the front desk by answering and directing phone calls, emails, and inquiries.
• Coordinate the use of meeting rooms, ensuring that facilities are clean and equipped.
• Assist with other reception-related tasks, such as handling incoming deliveries and courier services.
Document Control
• Develop, manage, and maintain document control procedures / guidelines in compliance with company standards.
• Ensure timely processing, updating, and dissemination of all controlled documents and notices.
• Coordinate with various departments to monitor and manage company documents, ensuring accurate and timely processing and record-keeping.
• Handle confidential and sensitive information with discretion.
Office and Facility Management
• Ensure office cleanliness, organization, and the proper functioning of all office equipment.
• Manage office supply inventory, ensuring adequate stock levels, and initiate orders as needed.
• Maintain office security and safety systems, adhering to occupational health and safety standards.
• Coordinate with suppliers and vendors for timely delivery and services.
Vehicle and Facility Management
• Manage company vehicles, including scheduling maintenance and ensuring their availability.
• Supervise and coordinate the activities of the office outsourced serviced such as security guards, drivers, cleaners....
Administrative Budget Management and Reporting
• Review and process payment requests for administrative expenses in compliance with company policies.
• Track the administrative costs, reconcile budgets, and report on expenses periodically.
• Propose budgets optimization strategies and initiatives to enhance cost efficiency.
Collaboration and Teamwork
• Assist in planning and executing office events and team engaging activities.
• Actively collaborate to maintain a cohesive and efficient administrative team environment.
Employee Welfare
• Support the HR & Admin Department in implementing employee welfare and health care programs.
• Collaborate closely with HR team members to provide employee engagement programs and onboarding activities.
• Ensure a positive and friendly working environment that fosters employee engagement, well-being, and professional development.
Reporting and Continuous Improvement
• Prepare periodic and ad-hoc reports on administrative activities for the HR & Admin Director.
• Lead initiatives to enhance efficiency and streamline administrative operations.
Purpose of the role:
The purpose of this role is to ensure the efficient and effective operation of the office by:
• Providing comprehensive administrative and reception support.
• Managing and maintaining documentation, office supplies, and office facilities with a focus on organization and accuracy.
• Facilitating clear communication and coordination within the office.
• Overseeing the management and performance of office staff, administrative vendors (inhouse and outsourced) and related services.