Administrative Specialist & receptionist

Gateway Search; Singapore; On-site; SGD 28,000 - 40,000; Full time

Job summary

Gateway Search is seeking a professional Receptionist for our Singapore office. You will be the first point of contact, welcoming visitors and handling calls while providing general administrative support.

The role requires a polished, well‑presented individual with strong communication and organizational skills, able to multitask in a fast‑paced CBD environment. Mandarin is a plus for stakeholder communication.

Qualifications

• 2–5 years in receptionist/front desk/office administration.
• Excellent verbal and written communication; Mandarin a plus.
• Professional appearance and strong interpersonal skills.
• Proficient in Microsoft Office.
• Good organisational and multitasking abilities.

Responsibilities

• Greet and welcome visitors, clients and partners in a professional manner.
• Manage the reception area to maintain a welcoming office environment.
• Answer, screen and direct incoming calls and enquiries.
• Register visitors and coordinate meeting room arrangements.
• Receive and distribute mail and courier deliveries.
• Coordinate meeting rooms, office supplies and facilities.
• Liaise with building management, vendors and service providers.
• Provide general administrative support to the office and management team.
• Assist with travel arrangements and other ad‑hoc tasks.
• Maintain confidentiality and handle sensitive information.
• Support company events and office activities.

Skills

Verbal communication

Written communication

Customer service

Multitasking

Organization

Interpersonal skills

MS Office

Tools

Microsoft Office

Job description

Employment Type: Full-time & Permanent

Working Hours: Monday–Friday, standard office hours

Job Summary

We are looking for a professional, friendly and well-presented Receptionist to be the first point of contact for our Singapore office. The successful candidate will be responsible for managing the reception area, welcoming visitors, handling calls and providing general administrative and office support.

Key Responsibilities

• Greet and welcome visitors, clients and business partners in a professional and friendly manner.
• Manage the reception area and ensure a welcoming and professional office environment.
• Answer, screen and direct incoming calls and enquiries.
• Manage visitor registration and coordinate meeting room arrangements.
• Receive and distribute incoming mail, courier deliveries and documents.
• Coordinate meeting rooms, office supplies and basic office facilities.
• Liaise with building management, vendors and service providers when required.
• Provide general administrative and clerical support to the office and management team.
• Assist with travel arrangements, meeting coordination and other ad‑hoc administrative tasks.
• Maintain confidentiality and handle sensitive information appropriately.
• Support company events, meetings and other office activities when required.

Requirements

• 2–5 years of experience in receptionist, front office, office administration or similar roles.
• Excellent verbal and written communication skills in English; Mandarin speaking ability is an advantage for communication with Chinese‑speaking stakeholders.
• Professional appearance, positive attitude and strong interpersonal skills.
• Good organisational and multitasking abilities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Strong customer‑service mindset with attention to detail.
• Comfortable working in a fast‑paced, professional CBD office environment.
• Singapore Citizen / PR preferred, depending on work‑pass requirements.

Personal Attributes

• Warm, polished and professional
• Service‑oriented and approachable
• Reliable and responsible
• Well‑organised and detail‑oriented
• Good communication and interpersonal skills
• Able to work independently and as part of a team