Officer - Administration

Reception Management

• Greet and welcome visitors and clients in a professional and friendly manner.
  
• Maintain a tidy and presentable front office/reception area.
  
• Answer incoming calls, screen, and direct them appropriately.
  
• Handle inquiries and provide accurate information.
  

Visitor and Appointment Management

• Maintain a visitor logbook and issue visitor passes.
  
• Schedule and manage appointments and meeting rooms.
  
• Coordinate with internal departments regarding guest visits.
  

Administrative Support

• Manage incoming and outgoing correspondence (emails, couriers, etc.).
  
• Maintain and organize files, records, and other documents.
  
• Assist with basic clerical duties like data entry, photocopying, and scanning.
  

Communication & Coordination

• Act as a point of contact between internal departments and external stakeholders.
  
• Ensure timely communication of important messages and updates.
  

Office Supplies and Facility Management

• Monitor inventory of office supplies and place orders as needed.
  
• Coordinate with vendors for maintenance and repairs.
  
• Ensure cleanliness and orderliness of the front office area.
  

Customer Service

• Handle client queries, complaints, or requests efficiently.
  
• Provide general support to visitors and clients.
  

Optional:

• Support HR or administrative departments with onboarding or employee record-keeping.
  
• Assist in travel and accommodation arrangements for staff or guests.
  

  Role & responsibilities

• Communication skills
  
• Interpersonal skills
  
• Customer service orientation
  
• Multitasking ability
  
• Time management
  
• Professional appearance and demeanor
  
• Basic computer proficiency (MS Office, email)
  
• Problem-solving skills
  
• Attention to detail
  
• Organizational skills
  
• Telephone etiquette
  
• Adaptability and flexibility

Preferred candidate profile