Admin. Assistant cum Receptionist - #1125550

We are looking for a motivated, organised, and people-oriented Receptionist cum Admin Assistant to join our team. This role is essential in ensuring smooth office operations, providing administrative support, and delivering a positive experience for employees, visitors, and partners.

Key Responsibilities

1. Front Desk & Administrative Support

• Answer and direct incoming calls professionally.

• Greet and assist office visitors.

• Maintain cleanliness and organisation of the front desk, pantry, and meeting rooms.

• Manage distribution and collection of work orders, letters, and documents.

• Ensure copier, pantry, and meeting rooms are stocked with required supplies.

• Collect, sort, and distribute all mail and packages.

• Purchase and maintain inventory of stationery, pantry items, first-aid supplies, office equipment, crane QR code stickers, etc.

• Assist with scanning, photocopying, and preparation of documents for filing.

• Decorate the office during festive seasons.

• Provide general support to the Office Manager and Admin Team.

2. Government Applications & Renewals

• Handle MOM applications for adding new crane models to the crane contractor licence.

• Manage HDB applications to add new cranes to material listings.

• Prepare NEA consignment notes for disposal of used lubricating oil.

• Submit appeals for driver offences (LTA/HDB).

• Process fines and notices: scan, save to Admin NAS, and forward hardcopies to relevant departments.

• Assist with any other applications required by government agencies.

3. Investment Property Administration

• Liaise with agents and tenants on contracts, renewals, and tenancy matters.

• Maintain and update records such as utility bills and MCST documents.

• Track and update financing-related records.

4. ISO, ISPS & BizSafe Support

• Assist the Admin Manager with ISO, ISPS, and BizSafe renewals.

• Update and maintain all related documentation and records.

5. GPS System Coordination

• Act as main contact person with GPS vendors for troubleshooting and system support.

• Schedule GPS installation and removal for vehicles.

• Monitor system status to ensure all units function properly.

• Generate monthly GPS reports.

• Maintain accurate records of all GPS activities and vendor interactions.

6. Employee Birthday Card Programme

• Obtain monthly birthday list from HR.

• Prepare birthday cards and submit to Management for personalised greetings.

• Arrange deliveries via EasyParcel for drivers/operators along with corporate souvenirs.

• Distribute cards and souvenirs to office staff.

• Monitor stock of cards and corporate gifts and notify HR when replenishment is needed.

7. Other Duties

• Manage key box and conduct monthly checks to ensure all keys are accounted for.

• Coordinate with vendors on application forms and administrative requirements.

• Verify and process taxi claims.

• Verify admin credit card statements.

• Scan and file hire purchase agreements.

• Perform any other ad hoc duties assigned by Management.

Requirements

• Minimum GCE O-Level or equivalent.

• Prior experience in reception or administrative roles is an advantage.

• Good communication and interpersonal skills.

• Well-organised, detail-oriented, and able to multitask in a fast-paced environment.

• Proficient in Microsoft Office applications.

• Positive attitude and willingness to learn.