Front Office Executive & Administration

Who We Are Space Matrix is a dynamic and innovative design consultancy that specializes in workplace design. Our mission is to be the No. 1 office design firm in Asia and to continue revolutionizing the delivery of design and build globally. We have a company culture that is transparent, collaborative, innovative, progressive, honest and fast. Be part of the team that constantly challenges the industry norm and wants to be the best in the game. To find out more visit www.spacematrix.com

About The Role We are seeking a highly organized and efficient Front Office cum Admin Professional to join our team. The ideal candidate will be accountable for executing a variety of administrative tasks and adeptly managing the reception area. They should embody a pleasant personality, possess excellent communication skills, and demonstrate exceptional multitasking abilities.

What Makes The Role Successful

• Front office management:

• Greet visitors and clients in a professional and friendly manner, directing them to the appropriate person or department.

• Answer and direct incoming calls to the relevant person.

• Receive and sort incoming mail, and prepare outgoing mail for dispatch.

• Perform general clerical duties, such as photocopying, scanning, and faxing.

• Manage office supplies and maintain inventory levels.

• Coordinate meetings and appointments, ensuring schedules are kept up-to-date and accurate.

• Maintain a clean and tidy reception area, ensuring it is presentable and welcoming to visitors.

• Assist with ad hoc administrative duties, as and when required.

• Assist Security, Housekeeping, and managing support staff.

• Vendor Management

• Follow up on Monthly Bills, and Invoices receipts for payment processing.

• Process the Invoices received towards the purchase.

• Attach the supporting documents required and review them.

• Travel & Accommodation

• Assist with travel arrangements and accommodation bookings.

• On request from the user, sourcing the Hotel as per the budget.

• Interacting with Hotel representatives to obtain the quotation Confirmation on the booking.

• Inventory

• Checking stock of all items on a regular interval & updating the register.

• Raise indent for purchase of the required items on a monthly/need basis.

• Tracking of requirements on stationery, HK materials, and other consumables.

• Client / Guest Handling.

• Finance Related - Petty Cash, FC, Invoices Opex & Projects.

What We’re Looking For

• Proven experience in a similar role.
• Ability to multi-task and prioritize tasks effectively.
• Ability to handle All General & Facility Admin Related Activities.
• Attention to detail and problem-solving skills.
• Strong customer service orientation.
• Strong on reporting.
• Ability to work independently as well as part of a team.
• Attention to detail and accuracy.