Admin Coordinator & Receptionist

About the role

This role supports the Admin Manager in overseeing facilities and serves as the first point of contact for visitors and staff. It combines office administration, reception duties, and facilities coordination to ensure smooth daily operations.

Key responsibilities

• Coordinate hard and soft facilities services, ensuring compliance with safety guidelines.
• Raise work orders, adjust maintenance schedules, and sign off permits to keep work flowing.
• Prepare performance and compliance reports for stakeholders.
• Manage office operations: reception, incoming calls, emails, visitor handling, and mail/courier services.
• Support HR with newcomer arrangements such as access cards and parking.
• Process invoices, track expenses, and maintain budget control.
• Procure and manage pantry and office supplies.
• Organise company events and liaise with IT for technical issues.
• Oversee office maintenance, vendor relations, and ensure a clean, safe workplace.
• Monitor air‑conditioning, lighting, and electrical systems, scheduling preventive maintenance.
• Ensure facility safety, including alarm response and CCTV monitoring.

Required profile

• 3–5 years of relevant administrative or facilities coordination experience.
• Diploma or equivalent qualification with a focus on customer service or administration.
• Strong judgment, initiative, and problem‑solving abilities with minimal supervision.
• Ability to collaborate with internal and external contacts and handle multiple tasks.

Required skills

• Proficiency in MS Office applications.