Receptionist & Admin Assistant

Private Advertiser; Kuala Lumpur; On-site; MYR 36,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits

Corporate discounts

Career growth

Job summary

Private Advertiser is seeking a Front Desk Receptionist cum Admin Assistant in Kuala Lumpur. You will manage front desk operations and provide essential administrative support, collaborating with the Executive Secretary to ensure smooth processes.

The role requires diploma/degree qualifications and excellent English communication, with proficiency in MS Office. Prior front desk or admin experience is a plus, and the environment promises a dynamic, fast-paced setting.

Qualifications

• Diploma or Degree in related field.
• Excellent communication skills with ability to speak well in English.
• Good experience and knowledge of MS Office (Excel, Word, Outlook, PowerPoint).
• Ability to work both independently and in a team setting; flexible, adaptable, and thrives in a fast-paced environment.
• Proven experience in a front desk or administrative role is a plus.

Responsibilities

• Attend front desk operations and greetings, ensuring visitor sign-in and escort to meeting rooms.
• Handle calls, messages and maintain professional communications with visitors and staff.
• Manage mail, documents, filing, photocopying, scanning and data entry tasks.
• Support Executive Secretary with administrative coordination and meeting preparation.
• Coordinate office facilities, supplies, and vendor interactions to keep operations smooth.
• Assist in event coordination and staff activities as needed.

Skills

Communication skills

Fluent English

Teamwork

Adaptability

Education

Diploma or Degree in related field

Tools

MS Office

Job description

We're currently seeking an individual to join us as a Front Desk Receptionist cum Admin Assistant. In this role, you'll play a pivotal part in managing our front desk operations efficiently while upholding strict confidentiality. Additionally, you'll provide vital administrative support, collaborating closely with our Executive Secretary (ES) to ensure seamless administrative processes.

Key Responsibilities:

1. Confidentiality & Professional Conduct

Ensure all work arrangements, company information and superiors' schedules are kept strictly private and confidential.

Maintain professionalism in all communications with visitors, clients, vendors and colleagues, including emails, messages and telephone conversations.

Exercise discretion, sound judgement and confidentiality in carrying out all responsibilities.

2. Reception & Visitor Management

Greet and receive visitors (internal and external) at the front desk, verify their appointments where necessary, and direct them to the designated meeting rooms, waiting areas or other locations. Keep the Executive Secretary ("ES") informed of visitors' arrival and meeting arrangements.

Receive, screen and direct incoming telephone calls professionally, taking accurate messages and ensuring timely follow-up where required.

Ensure proper completion of visitors' registration records (where applicable), verify visitor access and prevent unauthorised persons from entering the office premises.

3. Mail & Document Administration

Receive, record, distribute and dispatch incoming and outgoing mail, documents, parcels and courier deliveries, ensuring they reach the intended recipients promptly.

Perform general clerical and administrative duties, including filing, photocopying, scanning, printing, data entry and document preparation.

Maintain filing systems (both physical and electronic).

Monitor courier and dispatch records.

4. Meeting & Executive Support

Manage meeting rooms and ensure meeting rooms are clean, organised and fully prepared for meetings and visitors at all times.

Support the Executive Secretary in administrative processing, documentation, coordination and follow-up, ensuring assignments are completed accurately and within deadlines while keeping the ES informed of progress.

Assist in organising meetings, including preparing meeting rooms, refreshments and required materials where applicable.

5. Office Administration & Operations

Coordinate with internal departments and external service providers to ensure smooth daily office operations.

Liaise with service vendors (e.g. photocopier, water dispenser, pest control, cleaning, maintenance and office facilities) and follow up on servicing requests until completion.

Monitor office equipment and report any maintenance or repair requirements promptly.

Implement and comply with established front desk procedures, office policies and service standards.

Handle ad-hoc administrative duties and special assignments as directed by the Executive Secretary or Management.

Maintain contact directories and internal extension lists.

6. Facilities & Workplace Management

Maintain the cleanliness, tidiness and professional look of the reception area, pantry and common office areas.

Procure office stationery, pantry supplies and other office consumables, monitor inventory levels and replenish stock as required.

Manage reception area security and coordinating with security personnel.

7. Event & Activity Coordination

Assist in coordinating company events, staff activities and visitor arrangements when required.

Job Requirements:

Diploma or Degree in related field.

Excellent communication skills with ability to speak well in English.

Good experience and knowledge of MS Office (Excel, Word, Outlook, PowerPoint).

Ability to work both independently and in a team setting; flexible, adaptable, and thrives in a fast-paced, changing business environment.

Proven experience in a front desk or administrative role is a plus.

What we offer

A dynamic and inclusive work environment.

Competitive salary package.

Comprehensive benefits for you and your family.

Corporate discounts and privileges.

Good career with a stable company.