Receptionist/ Office Admin

CARBON SHIPPING PTE. LTD.; Singapore; On-site; SGD 32,000 - 44,000; Full time

Job summary

Carbon Shipping Pte. Ltd. in Singapore invites an experienced receptionist to be the first point of contact for visitors and callers, ensuring a professional and welcoming reception while supporting office administration and senior management to keep daily operations running smoothly.

You will manage calls and emails, welcome guests, handle mail and couriers, coordinate room bookings, manage office supplies, and liaise with building management to maintain a smooth, efficient workspace.

Qualifications

• GCE O-Level or Diploma or equivalent qualification is required.
• At least four years of relevant experience in reception, office administration or facilities coordination.
• Strong communication in English, both written and spoken, and a professional phone manner.
• Proficient in Microsoft Office applications and basic IT literacy.
• Well-presented with a warm and confident demeanor to create a positive first impression.

Responsibilities

• Manage incoming calls and email enquiries by taking messages and directing them to the appropriate personnel to ensure timely responses.
• Welcome visitors, notify hosts promptly, and provide professional assistance during visits to create a positive first impression.
• Receive, sort, and distribute incoming mail and arrange local and international courier services.
• Maintain a tidy, welcoming, and professional reception area to uphold company image.
• Coordinate boardroom and meeting room bookings, arrange refreshments, and assist during meetings for smooth execution.
• Manage office supplies, pantry items, stationery, business cards, letterheads, and envelopes to ensure availability and orderliness.
• Coordinate office maintenance services including cleaning, security systems, and other facilities-related needs.
• Liaise with building management, contractors, and suppliers on repairs, access arrangements, and VIP visits.
• Administer office access cards for employees, auditors, and visitors with accurate issuance records for security compliance.
• Raise and monitor purchase requisitions and purchase orders for office supplies and services; follow up with vendors on delivery and invoices.
• Assist Senior Management with travel arrangements including flights, hotels, and ground transport.
• Provide administrative support for employee activities and office events to enhance workplace culture.
• Coordinate daily tasks with office support personnel and external service providers for operational efficiency.
• Perform other reasonable administrative duties and projects as assigned.

Skills

Strong communication

English proficiency

Professional presentation

Customer service experience

Education

GCE O-Level / Diploma

Nitec

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Office management software

Job description

Company Overview

Carbon Shipping is a Singapore-based commercial and technical manager of oil tankers operating worldwide.

Job Summary

You will be the first point of contact for visitors and callers, ensuring a professional and welcoming reception while supporting office administration and senior management to keep daily operations running smoothly.

Responsibilities

• Manage incoming calls and email enquiries by taking messages and directing them to the appropriate personnel to ensure timely responses.
• Welcome visitors, notify their hosts promptly, and provide professional assistance throughout their visit to create a positive first impression.
• Receive, sort, and distribute incoming mail and arrange local and international courier services to maintain efficient communication flow.
• Maintain a tidy, welcoming, and professional reception area to uphold company image.
• Coordinate boardroom and meeting room bookings, arrange refreshments, and attend to visitors during meetings to support smooth event execution.
• Manage office supplies, pantry items, stationery, business cards, letterheads, and envelopes to ensure availability and orderliness.
• Coordinate office maintenance services including cleaning, plants, security systems, water dispensers, coffee machines, electrical services, and other facilities-related needs to maintain a functional workspace.
• Liaise with building management, contractors, and suppliers on repairs, maintenance, access arrangements, office works, and VIP visits to ensure timely resolution of issues.
• Administer office access cards for employees, auditors, and visitors while maintaining accurate issuance records to ensure security compliance.
• Raise and monitor purchase requisitions and purchase orders for office supplies, services, and repairs, and follow up with vendors on delivery and invoices to maintain procurement efficiency.
• Assist Senior Management with travel arrangements including flights, hotel bookings, and ground transport to facilitate smooth business travel.
• Provide administrative support for employee activities and office events such as festive celebrations and team activities to enhance workplace culture.
• Coordinate daily tasks with office support personnel and external service providers to ensure operational efficiency.
• Perform other reasonable administrative duties and projects as assigned to support overall office functions.

Required competencies and certifications

• GCE O-Level, Nitec, diploma, or an equivalent qualification.
• At least four years of relevant experience in reception, office administration, or facilities coordination.
• Working knowledge of Microsoft Office applications, particularly Word, Excel, and Outlook.
• Excellent spoken and good written English to communicate clearly and confidently with visitors at all levels.
• Well-presented with a warm, confident, and professional manner to create a positive first impression.

Preferred competencies and qualifications

• Experience in a multinational or corporate environment.