Receptionist and Document Controller - #1130613

Roles & Responsibilities

The Office Administrator is responsible for overseeing day-to-day administrative operations and reception functions to ensure a smooth, efficient, and professional office environment. This role provides comprehensive support to multiple supervisors, manages corporate travel and documentation, and upholds high standards of office organization and service delivery.

Responsibilities:

Reception & Front Office Management   

• Manage reception duties, including answering, scanning and directing telephone calls, handling general enquiries, and greeting visitors in a professional manner.

• Maintain a courteous and efficient front-office environment at all times.

Administrative Support

• Provide administrative support to multiple supervisors, including document preparation, filing, spreadsheet creation, and database maintenance.

• Maintain and update office personnel contact lists and internal records.

• Support the upkeep and integrity of ISO-related documentation.

• Preparing yearly timesheet template for regional office.

• Record meeting minutes during weekly HR/Administrative meetings.

• Provide general administrative assistance to colleagues where required.

• Collect updated and checked resumes from colleagues quarterly and upload them to SharePoint to support business development submissions.

• Carry out any other reasonable duties as assigned

Document Control

• Manage the flow of incoming and outgoing documents, ensuring accuracy, proper filing, and version control.

• Maintain both physical and digital document control systems.

• Ensure documents are stored, archived, and retrieved per company standards.

• Monitor compliance with documentation standards (e.g., naming conventions, formatting).

• Distribute documents to relevant stakeholders and ensure timely approvals.

• Prepare documentation status reports as required.

Travel & Visa Coordination

• Arrange business travel itineraries, including travel insurance, flight bookings, and hotel accommodation.

• Coordinate with hotel partners to establish or renew corporate agreements for preferential room rates.

• Manage all business travel visa applications (online and offline), ensuring timely submission and compliance with requirements.

• Maintain accurate records of employees’ passports and ensure they remain valid for travel purposes.

• Update and track colleagues’ passport information in the system.

Office Operations & Facilities Management

• Monitor and manage office supplies, place purchase orders, and coordinate deliveries.

• Oversee pantry stock replenishment and ensure proper maintenance of office equipment and supplies.

• Ensure the cleanliness and upkeep of the office environment, including coordinating semi-annual cleaning of air-conditioning vents and office chairs.

• Liaise with plant maintenance vendors regarding the upkeep or replacement of indoor plants.

• Perform routine office housekeeping tasks, including quarterly water filter replacements for dispensers.

• Assist in planning seasonal office decorations.

Procurement & Logistics

• Prepare Field Material Requisitions and Purchase

• Orders, including comparing supplier quotations to secure competitive pricing.

• Prepare Delivery Orders as needed.

• Coordinate local and international courier arrangements for documents and parcels.

• Conduct office-related errands when necessary.

Requirements:

• Certificate & Diploma in Business Administration, Office Management, or a related field.

• Minimum 8 years of experience in office administration, reception, or executive support roles.

• Experience in coordinating travel arrangements and handling visa applications is an advantage.

• Prior experience in a multinational or fast-paced environment is preferred.

• Strong proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).

• Excellent communication skills, both written and verbal.

• Strong organizational and time-management abilities with attention to detail.

• Ability to multitask, prioritize work, and meet deadlines efficiently.

• Good interpersonal skills with a professional and customer-oriented mindset.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Familiarity with filing systems, office equipment, and basic procurement processes.

• Professional, well-presented, and courteous at all times.

• Reliable, responsible, and able to work independently with minimal supervision.

• Proactive, resourceful, and adaptable to changing needs.

• Carry out any other ad hoc tasks assigned by management