ADMIN ASSISTANT (SECURITY)

About the role

This role encompasses front desk and reception management, administrative support, facilities coordination, and driver duties. You will manage visitor interactions, correspondence, staff records, vehicle logistics, office inspections, and security monitoring while providing transportation support to the COO.

Key responsibilities

• Manage front desk and reception duties, including welcoming visitors, handling enquiries, managing visitor registration and access, and maintaining a professional and organized reception area
• Manage incoming and outgoing correspondence, including receiving, recording, scanning, distributing and emailing documents to relevant recipients and Document Controllers, as well as coordinating courier services.
• Prepare and monitor daily staff attendance and leave records, including clock-in/out records, mailing daily attendance updates
• Maintain company vehicle records, including logbooks, mileage, travel requests, servicing, repairs, maintenance and cleanliness
• Coordinate staff travel requests and email travel arrangements for training, meetings, official duties and other business-related purposes
• Prepare and process payments for Smart Pay, Touch 'n Go, parking coupons and other vehicle-related expenses to ensure continuous availability and usage
• Conduct daily inspections of office premises and common areas to ensure cleanliness, proper condition and safety, and report any issues requiring attention
• Monitor office access and visitor movements, maintain relevant access records, and report any security or safety concerns to the supervisor
• Liaise and coordinate with cleaning, maintenance and security service providers on daily operations, contractor access, safety compliance and minor repairs
• Perform duties as the COO's Driver and provide transportation support

About you

• Possess at least SPM or equivalent qualification
• Minimum 3-5 years' experience in administration, office support, facilities, general services or a related field is an advantage
• Basic knowledge of Microsoft Office, email and record keeping
• Good communication and interpersonal skills when dealing with staff, visitors, vendors and contractors
• Responsible, disciplined, trustworthy, punctual and able to work with minimum supervision
• Physically fit and able to carry out routine office inspections and operational tasks
• Able to work outside normal working hours or on weekends when required