Overview

Our client, a leading company in the mining machine manufacturing industry, is seeking to hire a Receptionist / Administrative Support to ensure smooth office operations and provide frontline support to staff and visitors.

Key Responsibilities

• Welcome and assist visitors, directing them appropriately and notifying employees of guest arrivals.
• Provide general support and respond to inquiries with professionalism.
• Manage all incoming and outgoing mail, coordinating with courier services (Macspeedy’s, DHL).
• Coordinate and maintain petty cash records.
• Prepare Requests for Quotation (RFQs) and follow up with suppliers for timely responses.
• Process purchase orders (excluding spare parts/major components), ensuring accuracy and compliance with company policies.
• Maintain office supplies inventory, place orders, and verify receipt of supplies.
• Supervise office cleaning staff and ensure premises are kept in excellent condition.
• Oversee office facilities management, reporting issues (electrical, plumbing, etc.) to the landlord.
• Process and track utility bills to ensure timely payment.
• Manage vehicle records, service schedules, mileage logs, and ensure compliance with insurance, road tax, and fitness requirements.
• Keep business and building certificates up to date (e.g., fire safety).
• Organize travel arrangements, including taxi and hotel bookings for staff and visitors.
• Support catering services for employees, ensuring quality and cost-effectiveness.
• Assist colleagues with additional administrative tasks as required.

Technical Competencies

• Strong knowledge of office management practices and administrative procedures.
• Excellent communication skills (phone, email, and in-person).
• Documentation, filing, and archiving proficiency.
• Ability to multitask and deliver high-quality work in a timely manner.

Qualifications

• Diploma in Business Administration, Public Administration, Business Management, or related field.
• Minimum of 2 years’ experience in an administrative role.
• Strong organizational and communication skills.

• Welcome and assist visitors, directing them appropriately and notifying employees of guest arrivals.
• Provide general support and respond to inquiries with professionalism.
• Manage all incoming and outgoing mail, coordinating with courier services (Macspeedy’s, DHL).
• Coordinate and maintain petty cash records.
• Prepare Requests for Quotation (RFQs) and follow up with suppliers for timely responses.
• Process purchase orders (excluding spare parts/major components), ensuring accuracy and compliance with company policies.
• Maintain office supplies inventory, place orders, and verify receipt of supplies.
• Supervise office cleaning staff and ensure premises are kept in excellent condition.
• Oversee office facilities management, reporting issues (electrical, plumbing, etc.) to the landlord.
• Process and track utility bills to ensure timely payment.
• Manage vehicle records, service schedules, mileage logs, and ensure compliance with insurance, road tax, and fitness requirements.
• Keep business and building certificates up to date (e.g., fire safety).
• Organize travel arrangements, including taxi and hotel bookings for staff and visitors.
• Support catering services for employees, ensuring quality and cost-effectiveness.
• Assist colleagues with additional administrative tasks as required.

• Strong knowledge of office management practices and administrative procedures.
• Excellent communication skills (phone, email, and in-person).
• Documentation, filing, and archiving proficiency.
• Ability to multitask and deliver high-quality work in a timely manner.

• Diploma in Business Administration, Public Administration, Business Management, or related field.
• Minimum of 2 years’ experience in an administrative role.
• Strong organizational and communication skills.