Front Office Administrator/Executive Assistant

About Us:

Since the 1950s, Leo Lynch has been providing the pharmaceutical, semiconductor, industrial, food, commercial and retail industries with professional project management and high calibre craftsmanship.

At Leo Lynch, we build and manage complex engineering & construction projects for the world's leading corporations. Our solutions help deliver technologies that connect people, communities and businesses, giving them the power to achieve incredible things. Leo Lynch employs the best people, invests heavily in training and education, and ensures that the highest standards of health, safety and governance are applied throughout the organisation.

About the role:

As a Front Office Administrator/Executive Assistant, you will be the first point of contact for our company. This role includes offering administrative support across the organization and providing executive assistant support to Executive Management. You will welcome guests and greet visitors to our business, coordinate front-desk activities, and ensure smooth office operations.

To be successful in this role, you must have a pleasant personality, strong customer service skills, and the ability to handle time-sensitive matters effectively. Multitasking and situational management are essential for this position, and flexibility with working hours may be required.

Responsibilities:

Receptionist Duties:

• Greet and welcome people as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Answer, screen, and forward incoming phone calls.
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, brochures).
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort, and distribute daily post/deliveries.
•  Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Participate in the preparation and application of building fire and evacuation procedures.

Office Administrator Duties:

• Order office supplies and keep inventory of stock.
• Perform clerical duties such as filing and photocopying.
• Support Health & Safety with administration and manage the Flex system.
• Manage and update office calendars and schedule meetings.
• Assist with office maintenance and liaise with building management as needed.
• Coordinate office events and meetings, including arranging catering and logistics.
• Maintain office equipment and liaise with vendors for repairs and supplies.

Executive Assistant Duties:

• Provide executive assistant support to Executive Management.
• Manage flight and hotel bookings for executives and employees across the organization as required.
• Coordinate and schedule executive meetings
• Handle confidential information with discretion and professionalism.
•  Perform additional duties as required by the Office Manager and Executive Management.

Ultimately, your duties and responsibilities are to ensure the front desk welcomes guests positively and that all administrative tasks are executed to the highest quality standards.

Candidate Requirements:

• 3+ years of experience in a similar role
• Knowledge of Microsoft Office 
• Excellent communication skills, both written and verbal 
• Excellent organisation skills