Receptionist cum Administrative Assistant

GERMAN INSTITUTE OF SCIENCE AND TECHNOLOGY - TUM ASIA PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

The GERMAN INSTITUTE OF SCIENCE AND TECHNOLOGY - TUM ASIA PTE. LTD. is hiring a Front Desk Executive to lead daily reception duties. This role requires strong customer service and administrative skills, supporting the front desk and organizing events, ensuring a warm and welcoming environment for all visitors.

Qualifications

• At least 2-3 years of similar front desk experience required.
• Proficient in Microsoft Office and able to work independently.
• Good communication and meticulous details required.

Responsibilities

• Manage front desk duties and handle inquiries professionally.
• Organize travel arrangements and maintain an e-filing system.
• Coordinate seminar room bookings and event logistics.

Skills

Customer Service Skills

Organization Skills

Communication Skills

Basic IT Skills

Multitasking Ability

Education

Diploma in Business Studies/Administration/Management

Tools

Microsoft Office

SharePoint

Microsoft Teams

Job description

JOB RESPONSIBILITIES:

• Be the first point of contact. Maintain a friendly, neat, pleasant and professional image to visiting faculties and other visitors. Welcome and greet them (by name if known) always in a warm and professional manner.

• Responsible for day-to-day front desk reception duties, including answering phone inquiries and emails professionally.

• Provide general administrative support such as creation of purchase requisitions, purchase quotes and process of tax invoices.

• Maintain and organize the e-filing system for Admin-related documents and keep track of Admin purchases and expenses.

• Travel reservations and arrangements for employees, i.e. book air tickets, accommodation, and purchase travel insurance (including arranging hotel accommodation and transportation for Teaching faculties)

• Act as the point of contact for booking seminar rooms at NTU@One-North and coordinate quarterly billing for meeting/seminar room usage with NTU’s building management.

• Liaise with building facilities management on matters related to seminar rooms, office maintenance, and fault reporting to ensure timely resolution and smooth operations.

• Prepare a calendar-formatted list of training or short courses, course evaluations, and course registration for staff.

• To plan, source for vendors and quotes for ad-hoc events and festivities.

• Manage the inventory for pantry supplies, stationeries, and cleaning necessities. To place orders when necessary.

• Ensure clean, neat and tidy of the meeting rooms, common areas and pantry.

• Upkeep the office equipment and monitor its agreement

• Assist with couriering documents (local / overseas) and receiving mail/documents

• Assist in the logistics for ad-hoc company events.

• Any other ad-hoc duties as assigned.

JOB REQUIREMENTS:

• Candidate must possess at least a Diploma or Advanced/Higher/Graduate Diploma in Business Studies/Administration/Management, Human Resource Management, or equivalent.

• At least 2-3 years of similar experience preferred

• Experience working at the Front desk with good customer service skills

• Proficiency in Microsoft Office, SharePoint, Teams

• Possess good organization skills, good communication skills and meticulous

• Team player and able to get along easily with all levels

• Ability to work independently with minimal supervision and multitasking.

• Must have basic IT skills

• Singaporeans or Permanent Residents ONLY