Job Summary

The Receptionist is the first point of contact for guests and visitors, representing the company with professionalism and warmth. The role ensures smooth front desk operations, effective visitor management, and administrative support to maintain a welcoming and efficient office environment.  Besides, the role also supports other administrative or operational tasks as assigned to ensure smooth daily office operations.

Key Responsibilities

Front Desk & Visitor Management

• Manage reception, calls, enquiries, visitor registration, appointments and access passes.
• Coordinate visitor, VIP, temporary pass and escort arrangements.
• Manage deliveries and reception-related enquiries.
• Maintain reception equipment, pass inventory and a professional reception environment.

Safety, Security & Access Control

• Enforce visitor and access control procedures and escalate security or access issues.
• Administer access cards, including preparation, issuance, replacement, collection and deactivation for joiners, transfers and leavers.
• Maintain accurate access records and coordinate access rights with relevant teams.
• Follow emergency procedures and support visitor accountability during evacuations.
• Support event-day power shutdown and restoration activities.

Workplace & Facilities Operations

• Support daily workplace, facilities and housekeeping operations.
• Coordinate maintenance, repairs, cleaning, workplace services and improvement works.
• Conduct basic facility checks, report defects and follow up on outstanding issues.
• Support workplace bookings, operational budgets and service improvement initiatives.
• Perform other administrative and operational duties as assigned.

Mailroom & Courier Services

• Manage incoming and outgoing mail, parcels and courier services.
• Maintain records for accountable deliveries and follow up on delayed or uncollected items.
• Monitor Mailroom operations and prepare dispatch volume reports for bi-weekly meetings.

Meetings, Events & Visitor Support

• Manage incoming and outgoing mail, parcels and courier services.
• Maintain records for accountable deliveries and follow up on delayed or uncollected items.
• Coordinate setup, access, cleaning, vendors and other event requirements.

Vendor, Procurement & Admin Support

• Coordinate vendors and contractors, including registration, access and attendance verification.
• Obtain and compare quotations and support procurement processes in accordance with company procedures.
• Maintain accurate workplace, procurement, maintenance and administrative records.

Reporting & Follow-Up

• Prepare access card and Mailroom reports for bi-weekly meetings.
• Track and follow up on outstanding maintenance, vendor, service and operational matters.
• Provide timely updates and ensure proper handover of pending matters.

Confidentiality & Information Handling

• Prepare access card and Mailroom reports for bi-weekly meetings.
• Track and follow up on outstanding maintenance, vendor, service and operational matters.
• Provide timely updates and ensure proper handover of pending matters.

Professionalism & Service Standards

• Maintain professional appearance, conduct and customer service standards.
• Demonstrate discretion, accuracy, responsiveness and good judgement.
• Represent the company positively when dealing with visitors, employees, vendors and other stakeholders.

Key Requirements

• 5 years of experience as a Receptionist or similar roles
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Timely and accurate completion of tasks
• Professionalism and customer service
• Effective communication, follow-up and teamwork