Receptionist & Admin Assistant

Etika; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading company in Malaysia is seeking an experienced receptionist to handle administrative tasks, manage communications, and oversee visitor access. The ideal candidate should have at least 3 years of experience in a similar role, possess a diploma in business administration, and be proficient in both Malay and English. Key responsibilities include greeting guests, managing incoming calls, sorting mails, and ensuring a clean, organized reception area. The company offers a dynamic work environment with a focus on customer service.

Qualifications

• 3 years of experience in an administrative or receptionist role.
• Ability to manage tasks efficiently in a dynamic work environment.
• Excellent phone and in-person communication skills.

Responsibilities

• Greet all guests and manage calls to appropriate personnel.
• Accept, sort, and distribute incoming mails and documents.
• Oversee visitor registrations and maintain access records.
• Ensure cleanliness and organization of reception and meeting rooms.

Skills

Communication skills in Malay and English

Proficiency in Microsoft Office Suite

Multitasking ability

Customer-service orientation

Education

Minimum of Sijil Pelajaran Malaysia (SPM)

Diploma in Business Administration/Secretarial or related field

Job description

To greet all guests, dispatch/delivery personnel's, vendors, suppliers, and employees.

Handle incoming and outgoing calls, ensuring they are directed to the appropriate personnel or department and take messages when needed. To maintain the office key phone system.

Accept, sort and distribute incoming mails, documents, parcels and staff sampling. Arrange for outgoing mails, documents and parcels via dispatch and/or courier services.

Oversee company’s visitor parking bays, register all visitors, issue access cards to approved guests/visitors and track their return on the same day. Keep accurate records of access card issuance.

Ensure the reception area and all meeting rooms and visitor rooms are clean, tidy and well organized, perform monthly stock take on supplies (beverages, stationery, etc) and ensure up-to-date and accurate records.

Manage meeting rooms and visitor rooms bookings, ensuring access is restricted to authorized personnel's only.

Assist to schedule meetings and manage RSVPs. To coordinate the ordering and delivery of drinks, snacks and/or meals when required.

Maintain the CEO’s storeroom is kept in order and accessible only to authorised personnel.

Ensure all office and meeting room equipment, including furniture, lights, photocopiers, printers, water purifiers, shredders, air-conditioners, etc are in good working order. To address any issues promptly and ensure scheduled servicing is carried out.

To manage the supplies in the pantries and chillers, and place orders for beverages, stationery, etc when needed. To arrange for delivery and organize the supplies in the storeroom promptly upon delivery.

Supervise the work of tea ladies and cleaners ensuring cleanliness standards are maintained.

Perform general administrative tasks such as photocopying, scanning, filing, raising purchase requisition/Capex/UAR in the system, ensure timely preparation and payments including but not limited to utility bills, parking, rent, travel agents, etc. To follow up with the relevant stakeholders if payments are delayed.

Maintain and ensure the Admin shared folder is regularly updated with all the relevant documents, templates, contacts, essential files, etc.

Support team members in various tasks as and when necessary.

To take on any tasks or responsibilities as and when assigned.

REQUIREMENTS

Minimum of Sijil Pelajaran Malaysia (SPM), Diploma in Business Administration/ Secretarial or related field

Minimum 3 years of experience in a similar administrative or receptionist role

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Excellent communication skills in both Malay and English (spoken and written)

Ability to multitask and stay organized in a fast-paced, ad hoc environment

Ability to interact effectively with individuals from diverse backgrounds

Ability to manage and prioritize tasks efficiently in a dynamic work environment

Customer-service-oriented with excellent phone and in-person communication skills

Ability to handle sensitive information with professionalism and discretion