Receptionist cum Admin

Responsibilities Reception and Visitor Management

Greet external visitor and internal staff with a high degree of professionalism and courtesy

Answer incoming calls and receive incoming mails

Sort and distribute all incoming mail and overnight packages

Handle walk‑in enquiries, guest wireless assistance, and visitor pass

Manage badging process, new hire badges, and coordinate with the system vendor

Conference Room Administration

Act as administrator for conference rooms throughout the portfolio

Ensure conference rooms are cleaned on a regular schedule

Regularly inspect furniture for damage and repair/replace as needed

Assist with catering ordering, set‑ups, event planning, and ordering as required

Invoice and Payment Management

Provide initial review and coding of FAcOps invoices for invoicing management

Review, scan and forward invoices to FCS/account payable as required

Capture payment information, spreadsheet, and data control

File payment documents

Troubleshoot resolution of vendor invoice billing

Coordinate with vendor for quotations and invoices received

Office Facility Management

Business card ordering and delivery

Office and equipment keys maintenance and management

Manage postage, local/foreign courier in and out

Inventory and stocking of office and tea point supplies, as applicable

Maintain up‑to‑date emergency contract information list with work, home and cell numbers

Vendor Management

Manage vendor relationships and monitor vendor suppliers

Acknowledge receipt of ordered items from vendors and bill from landlord

Assist in vendor set‑up and request for Public Liability insurance certificate

Facilitate supply of office stationery, pantry supplies, stock medicine cabinets, etc.

Coordinate with third‑party vendor to facilitate supply, service calls and preventive maintenance of network printer/MFD

Property Maintenance Coordination

Office maintenance work coordination with landlord and contract vendor

Assist in annual fire drill exercises and communicate with internal floor warden

Coordinate after‑hour HVAC requests, where applicable

Move/Add/Change Events

Assist in providing support to complete moves, coordinate, and verify set‑up requirements

Other Duties

Other duties as assigned

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