Receptionist Administrator

About the role

The Receptionist acts as the professional face of the organization, managing front-of-house operations within a strict Good Manufacturing Practice (GMP) pharmaceutical facility. Beyond traditional hospitality duties, this position provides critical, high-utility administrative support. The receptionist manages vendor Site Induction Course (SIC) registrations, tracks daily floor attendance, and serves as the primary operational backup to the Facility Coordinator (FC) for Purchase Order (PO) invoicing and budget tracking.

Key responsibilities

• Coordinate and register all incoming vendors, contractors, and visitors for the mandatory Site Induction Course (SIC) before allowing floor access
• Actively track and record daily on-site attendance for all internal staff, external vendors, and contract service providers
• Compile, update, and distribute accurate daily attendance reports to the site management team to ensure headcount transparency and emergency evacuation compliance
• Greet visitors, manage the registration kiosk, issue security badges, and route calls or messages to the appropriate site personnel
• Act as the direct operational backup to the Facility Coordinator by inputting, tracking, and verifying Purchase Orders (POs) and processing vendor invoices
• Assist in updating the site's financial budget tracker to ensure all daily operational and soft services expenditures are captured accurately
• Work closely with the Facility Coordinator and the Finance Manager during peak periods or financial year-ends to reconcile invoices and flag discrepancies
• Ensure that all non-site visitors receive and understand basic health, safety, and GMP compliance overview documentation prior to site entry
• Oversee incoming and outgoing mail, handle courier tracking, sort packages, and manage logistics distribution on the ground
• Assist the Assistant Facilities Manager (AFM) and the broader FM team with ad-hoc general administrative tasks, data entry, and meeting scheduling

About you

• Minimum 1–2 years of experience in corporate reception, hospitality, or administrative operations
• Prior experience working within a pharmaceutical, biopharma, or regulated MNC manufacturing environment is highly preferred
• Proven ability to accurately track attendance data, compile reports daily, and organize vendor training registration records
• Basic understanding of financial administration, with proven experience or a strong aptitude for handling invoice matching and data entry into spreadsheets
• Proficiency in Microsoft Office (specifically Microsoft Excel for updating budget trackers and attendance logs)
• Willingness to learn corporate procurement platforms (e.g., SAP, JDE)
• Exceptional interpersonal, verbal, and written communication skills with a strong service-oriented mindset