Reception duties:
Handle incoming and outgoing mail, emails, and packages.
Greet and welcome visitors, clients, and employees.
Answer phone calls, screen and direct them to the appropriate person or department.
Manage the reception area, including keeping it clean and organized.
Administrative support:
Manage office supplies and inventory, and place orders when necessary.
Ensure filing systems are maintained and up- to- date.
Prepare administration reports and schedules to ensure efficiency
Maintain office calendars including leave and coordinate travel arrangements.
Schedule and coordinate schedules, appointments, meetings, and conference room bookings.
Assist in preparing annual budget for the office, plan the expenditures, analyze variances, and carry out necessary corrections that may arise
Assist in designing and implementing office policies and procedures. Oversee adherence to office policies and procedures
Handle basic bookkeeping tasks, such as invoicing and expense tracking.
Communication and correspondence:
Draft and edit correspondence, memos, and other office documents.
Respond to inquiries and provide information to clients, customers, and employees.
Coordinate internal and external communication, including distributing internal announcements and coordinate company- wide emails.
Office maintenance and organization:
Manage office equipment and coordinate repairs or replacements as needed.
Manage contract and price negotiations with office vendors, service providers, and office lease
Ensure the office is clean, tidy, and well- maintained.
Coordinate with vendors and service providers for office repairs and maintenance.
Miscellaneous tasks:
Organize outing trip for employee of head office according to the approved plan and budget.
Perform any other administrative tasks as assigned by the direct supervisor.
Organize weekly/monthly/quarterly meetings for Managers and staff
Coordinate with other departments and team members to ensure smooth operations.
