Front Desk and Admin Coordinator

About the Role:

We’re seeking a well-organized and personable Front Desk & Admin Coordinator to manage our reception area and oversee key administrative functions. This role is ideal for someone who thrives in a structured environment, enjoys multitasking, and takes pride in keeping operations smooth—from welcoming guests to managing office bills, support staff, and overall office operations.

Key Responsibilities:

Reception & Guest Services

• Greet and assist visitors, clients, and staff with professionalism and warmth
• Manage incoming calls, emails, and correspondence efficiently
• Maintain a clean, organized, and welcoming reception area
• Coordinate meeting room bookings and ensure readiness for appointments

Administrative Coordination

• Handle filing, scanning, document preparation, and data entry
• Assist in scheduling meetings, travel arrangements, and calendar coordination
• Maintain and update office records, contact lists, and internal documentation
• Support onboarding of new staff and coordinate workspace setup
• Oversee internal communications and ensure staff compliance with office protocols

Travel & Hospitality Logistics

• Arrange domestic and international travel including flight and hotel bookings
• Manage accommodation and transport logistics for staff and guests
• Track travel expenses and ensure compliance with company travel policies

Office Supplies & Refreshments

• Monitor and replenish office stationery and equipment
• Manage refreshment stock (tea, coffee, water, snacks) and ensure availability
• Supervise canteen staff and ensure timely provision of meals and beverages
• Maintain inventory records and coordinate cost-effective procurement

Facilities & Support Staff Oversight

• Supervise cleaning and canteen staff and ensure daily hygiene standards are met
• Liaise with vendors and building management for maintenance and repairs
• Ensure office safety, cleanliness, and functionality standards are upheld

Bill Payments & Utilities Management

• Coordinate timely payment of office rent, electricity, water, and internet bills
• Manage mobile package subscriptions and renewals for staff communication needs
• Maintain records of all utility payments and liaise with finance for reconciliation
• Ensure uninterrupted service by tracking due dates and resolving billing issues

Office Operations & Budget Oversight

• Oversee day-to-day office operations and ensure efficient workflow across departments
• Develop and implement office policies and procedures to improve productivity
• Manage office budgets, petty cash, and procurement processes
• Act as the primary point of contact for office-related issues and escalations
• Support leadership with reporting, planning, and operational decision-making

What We Offer:

• Competitive salary and benefits
• Supportive and collaborative work culture
• Opportunities for professional growth
• Modern office environment with onsite amenities

Qualifications & Skills:

• Diploma or Degree in Business Administration, Office Management, or related field
• Minimum 3+ years experience in a similar role
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Professional appearance and a service-oriented attitude
• Experience managing budgets, vendors, and operational workflows is a plus