Receptionist cum Admin

Job Summary

We are looking for a friendly, professional, and proactive Receptionist cum Admin to support the smooth day-to-day operation of our Singapore office while providing administrative support to the HR team and senior management.

The successful candidate will be responsible for front desk reception, office administration, corporate travel coordination, HR administrative support, company asset management, and general administrative duties. The role will also involve regular communication with China-based stakeholders, so the ability to communicate effectively in both English and Chinese is preferred.

The ideal candidate is well-organized, service-oriented, resourceful, and able to multitask in a fast-paced environment while maintaining professionalism and confidentiality.

Key Responsibilities

Reception & Front Desk

• Welcome and attend to visitors, clients, and business partners in a professional and friendly manner.
• Manage the reception area and ensure a welcoming and professional office environment.
• Handle incoming calls, enquiries, correspondence, and messages.
• Coordinate visitor registration and access arrangements.
• Manage incoming and outgoing courier deliveries and mail.
• Assist with meeting room arrangements and visitor coordination.
• Provide general assistance to employees and visitors as required.

Office Administration

• Support the daily administration and smooth operation of the Singapore office.
• Coordinate office maintenance, repairs, office equipment, and service providers.
• Liaise with building management, vendors, and suppliers on office-related matters.
• Manage procurement and inventory of office supplies and equipment.
• Coordinate meeting rooms, office logistics, and internal company events.
• Ensure office facilities are maintained in a safe, clean, and professional environment.

Administrative & Executive Support

• Provide administrative support to senior management and the HR team.
• Assist with scheduling meetings, appointments, and travel arrangements.
• Prepare meeting materials, documents, reports, and presentations where required.
• Coordinate meetings and follow up on administrative action items.
• Handle confidential documents and information with professionalism and discretion.

Corporate Travel Coordination

• Arrange flights, accommodation, transportation, and visa applications for employees and management.
• Prepare travel itineraries and coordinate travel logistics.
• Liaise with travel agencies and vendors for cost-effective travel arrangements.
• Monitor travel expenses and maintain accurate travel records.

HR Administrative Support

• Support HR in maintaining employee records and documentation.
• Assist with employee onboarding and offboarding arrangements.
• Support work pass applications, renewals, cancellations, and MOM documentation.
• Coordinate employee medical insurance enrolment and insurance claims.
• Assist with leave administration, staff claims, and HR filing.
• Support employee engagement activities and training coordination.

Company Asset Administration

• Maintain records of company assets, including laptops, mobile devices, access cards, and office equipment.
• Coordinate the issuance and return of company assets during onboarding and offboarding.
• Maintain accurate asset inventory records.
• Coordinate equipment procurement, repairs, and replacement with IT and vendors.
• Conduct periodic inventory checks.

Regional Coordination

• Coordinate administrative matters with China-based teams.
• Arrange meetings and communications between Singapore and regional stakeholders.
• Assist with bilingual communication and document translation where necessary.

General Administration

• Manage incoming correspondence, courier arrangements, and office communications.
• Maintain proper filing systems and administrative records.
• Provide administrative support across departments as required.
• Assist in organizing company meetings, staff activities, and company events.
• Perform other administrative duties and ad-hoc tasks as assigned.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Human Resources, or a related discipline.
• Minimum 2–4 years of relevant experience in reception, office administration, or administrative support.
• Previous experience in a receptionist, front desk, office administration, or similar role is preferred.
• Strong organizational, coordination, and multitasking abilities.
• Pleasant, professional, and service-oriented personality.
• Excellent communication and interpersonal skills.
• High level of integrity and discretion when handling confidential information.
• Effectively bilingual in English and Chinese to communicate with China-based stakeholders.
• Familiarity with Singapore HR administration and MOM work pass processes is an advantage.
• Proficient in Microsoft Office and workplace collaboration tools.
• Able to work independently and in a fast-paced environment.

Preferred Qualifications

• Experience working in technology, fintech, or multinational companies.
• Experience supporting regional teams.
• Experience in office administration, HR administration, or corporate travel coordination.
• Familiarity with employee benefits and general HR processes.