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