Receptionist

BH Koh Soong Zarin & Partners; Ipoh; On-site; MYR 28,000 - 42,000; Full time

Job summary

BH Koh Soong Zarin & Partners in Ipoh seeks a meticulous Visitor Management & Administrative Assistant to welcome clients and manage front desk operations. You will handle inquiries, oversee mail and deliveries, and support HR/Operations with clerical tasks.

Responsibilities include call routing, message taking, scheduling, inventory control, and enforcing security and safety guidelines in a professional office setting.

Responsibilities

• Greeting clients, visitors, and vendors warmly and directing them to the appropriate person or meeting room.
• Providing accurate info in person, via phone, or through email.
• Keeping the lobby and front desk organized, presentable, and stocked with necessary materials (brochures, forms, pens).
• Managing a multi-line phone system to answer, screen, and transfer incoming calls.
• Taking accurate, detailed messages when personnel are unavailable.
• Receiving, sorting, and distributing daily incoming mail, packages, and couriers.
• Coordinating outgoing mail and scheduling courier pickups.
• Managing meeting room bookings and updating office calendars.
• Monitoring front office supplies and placing orders when stocks run low.
• Helping other departments with data entry, filing, photocopying, and scanning.
• Checking visitor IDs, managing sign-in logs, and issuing guest badges.
• Reporting unusual activities and following building safety or emergency guidelines.

Job description

1. Visitor Management & Customer Service

Greeting & Check-In: Welcoming clients, visitors, and vendors warmly and directing them to the appropriate person or meeting room.

Inquiry Handling: Providing accurate info in person, via phone, or through email.

Area Upkeep: Keeping the lobby and front desk organized, presentable, and stocked with necessary materials (brochures, forms, pens).

2. Communication & Switchboard Operations

Call Routing: Managing a multi-line phone system to answer, screen, and transfer incoming calls.

Messaging: Taking accurate, detailed messages when personnel are unavailable.

3. Mail & Logistics Management

Deliveries: Receiving, sorting, and distributing daily incoming mail, packages, and couriers.

Outgoing Logistics: Coordinating outgoing mail and scheduling courier pickups.

4. Administrative & Office Support

Scheduling: Managing meeting room bookings and updating office calendars.

Inventory Control: Monitoring front office supplies and placing orders when stocks run low.

Clerical Tasks: Helping other departments (like HR or Operations) with data entry, filing, photocopying, and scanning.

5. Security Protocols

Access Control: Checking visitor IDs, managing digital or physical sign-in logs, and issuing guest badges.

Safety Compliance: Reporting unusual activities and following building safety or emergency guidelines.