Receptionist and Admin

CHIAN TECK; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading corporate firm in Singapore is seeking a Front Desk & Office Administration professional. Responsibilities include managing visitor interactions, providing office support, liaising with construction teams, and ensuring effective communication within the office. The ideal candidate will represent the company professionally and maintain confidentiality while assisting management staff. This role is critical in creating a welcoming environment and supporting overall office operations.

Responsibilities

• Greet and attend to walk‑in visitors, suppliers, and clients.
• Answer and direct incoming calls to the appropriate departments.
• Assist in general office administration like filing and document distribution.
• Liaise with project teams and external contractors for document transfers.
• Manage meeting room bookings and prepare refreshments for VIP guests.
• Maintain confidentiality of internal documents and sensitive information.

Job description

Scope of work.

🏢 1. Front Desk & Visitor Management

• Greet and attend to walk‑in visitors, suppliers, and clients.
• Answer and direct incoming calls to the appropriate departments or personnel.
• Handle deliveries, mail, and courier packages (both incoming and outgoing).

💼 2. Office Administration Support

• Assist in general office administration such as filing, photocopying, scanning, and document distribution.
• Maintain office supplies, pantry items, and stationery inventory.
• Coordinate with vendors for maintenance (e.g. air-conditioning, cleaning, pest control).
• Ensure reception and common areas are clean, organized, and presentable.

👷 3. Coordination with Construction Departments

• Liaise with project teams, site offices, and external contractors for document transfers and appointments.
• Handle and distribute correspondences between HQ and site offices.
• Support HR or project admin in scheduling staff movements between HQ and sites.

📅 4. Scheduling & Communication

• Prepare refreshments (coffee & tea) for VIP guest.
• Manage meeting room bookings and assist in setting up meetings ensure meeting rooms are ready for use.
• Disseminate internal memos, circulars, or safety announcements to staff.
• Update staff contact lists and ensure office directories are current.

💰 5. Administrative & Finance Support (as needed)

• Receive petty cash payments, issue receipts, or record courier and logistics expenses.
• Assist in simple data entry, invoice filing, or submission to the accounts department.

🔒 6. Compliance, Safety & Confidentiality

• Maintain confidentiality of internal documents and sensitive information.
• Support management during audits, inspections, or corporate events.

🌟 7. Professional Representation

• Serve as the first point of contact representing the company’s corporate image.
• Maintain a courteous, well-groomed, and professional demeanor at all times.
• Provide assistance to management staff and directors when required.