Reception duties:
Greet and welcome visitors, clients, and employees.
Handle incoming and outgoing mail, emails, and packages.
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:
Prepare administration reports and schedules to ensure efficiency.
Prepare annual budget for the office, plan the expenditures, analyze variances, and carry out necessary corrections that may arise
Schedule and coordinate schedules, appointments, meetings, and conference room bookings.
Design and implement office policies and procedures. Oversee adherence to office policies and procedures
Manage office supplies and inventory, and place orders when necessary.
Ensure filing systems are maintained and up- to- date.
Maintain office calendars including leave and coordinate travel arrangements.
Handle basic bookkeeping tasks, such as invoicing and expense tracking.
Communication and correspondence:
Coordinate internal and external communication, including distributing internal announcements and coordinate company- wide emails.
Draft and edit correspondence, memos, and other office documents.
Respond to inquiries and provide information to clients, customers, and employees.
Office maintenance and organization:
Coordinate with vendors and service providers for office repairs and maintenance.
Ensure the office is clean, tidy, and well- maintained.
Manage office equipment and coordinate repairs or replacements as needed.
Manage contract and price negotiations with office vendors, service providers, and office lease.
Miscellaneous tasks:
Collaborate with department heads to gather budget requirements and create the annual organizational budget
Organize outing trip for employee of head office according to the approved plan and budget.
Set up the budget tracking system and processes, including budget codes, approval workflows, and reporting templates
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.
