Job Summary
The Executive Receptionist & Administrative Coordinator plays a vital role in creating a positive first impression of the Company by delivering exceptional front-office services and administrative support. As the face of the organization, this position ensures seamless communication, efficient office coordination, and smooth day-to-day administrative operations. The role requires a proactive, organized, and customer-focused individual who can effectively manage multiple responsibilities while maintaining professionalism and confidentiality.
Role and Responsibilities:
Front Office & Visitor Management
- Welcome visitors, clients, and guests professionally and direct them to the appropriate department.
- Answer, screen, and route incoming telephone calls promptly and professionally.
- Maintain a clean, organized, and welcoming reception area at all times.
- Manage front office supplies and maintain adequate inventory levels.
Administrative & Office Coordination
- Maintain daily attendance registers for the Head Office and Warehouse.
- Prepare, verify, and maintain invoices and confirm vendor addresses before dispatch.
- Coordinate office administrative requirements, including stationery, mobile credit, office maintenance, fumigation, and repair requests.
- Schedule meetings, manage calendars, and coordinate appointments.
- Maintain and update the office notice board.
Courier, Sample & Documentation Management
- Coordinate and track courier shipments through courier partners.
- Maintain records of incoming and outgoing samples and courier deliveries.
- Record all incoming materials and distribute them after obtaining the required approvals.
- Prepare gate passes for materials leaving the Head Office.
Office Administration
- Maintain petty cash records and recovery item registers.
- Prepare monthly stationery and grocery requisitions and verify supplies upon receipt.
- Monitor utility bills for offices and company residences, ensuring timely payments and proper record-keeping.
- Maintain vehicle maintenance records and other administrative documentation.
- Manage Dulzer calendar issuance records and related documentation.
Import Coordination Support
- Prepare freight inquiry emails to shipping lines and freight forwarders as instructed by the Import Executive.
- Follow up on freight quotations and maintain freight comparison sheets.
- Coordinate with relevant departments regarding freight-related correspondence.
Coordination & Support
- Coordinate with the Sales team regarding customer visit schedules.
- Provide timely administrative support to all departments.
- Perform any additional tasks assigned by the CEO or authorized management.
Required Skills
Qualifications & Experience
- Bachelor's degree from a recognized university.
- 1–2 years of relevant experience in Reception, Office Administration, or Secretarial functions.
- Certification in Secretarial Practice will be considered an added advantage.
Core Competencies
- Excellent communication and interpersonal skills.
- Professional appearance and customer-focused attitude.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Effective coordination and follow-up skills.
- Attention to detail and documentation accuracy.
- Ability to maintain confidentiality and professionalism.
- Strong time management and problem-solving skills.
- Team player with a proactive approach to work.