Receptionist

Reports to:                 People and Culture Officer - Malaysia Job Description

The receptionist is responsible for providing professional reception, P&C support, and administrative services for Jord Malaysia

Duties and Responsibilities:

Reception

• Greet and welcome visitors professionally, ensuring a positive first impression


• Answer and direct phone calls, emails, and other inquiries to the appropriate personnel or department


• Maintain the reception area, ensuring it is clean, organized, and presentable always


• Manage visitor logs and check visitor record compared to slip as issued by on-duty security guards to visitor

P&C Support

• Support onboarding activities, including preparing stationary items, uniforms, locker key, safety vest, raincoat, bicycle helmet, relevant documents for new hires


• Assist P&C Officer to maintain and update employee records, ensuring data accuracy for direct Jord staff, sub-con workers, intern students


• Monitor attendance records in line with leave applications, travel request forms, medical certificates, timeslip and highlighting discrepancies to the P&C Officer


• To prepare Staff Attendance Analysis for purpose of employees who are due for confirmation, contractor renewal, yearly appraisal


• To key-in data from manual leave form to Time track & BambooHR system


• To register new employee profile into face scanning system and issuance of uniform


• Assist in organizing employee engagement activities and events


• To maintain record of foreign worker working visa renewal, expatriate employment pass renewal, passport renewal

Administrative Duties

• Monitor and maintain office supplies inventory (uniform, stationary items, coffee machine supplies, refreshment and to raise purchase requests (POR) for replenishment


• To administer expiry date of all administration documents e. motor vehicle insurance, GPA/GHS, tenancy agreement, company’s house utility bills, staff birthday list, locker key, panel clinic bills

• Support the coordination of meetings, including preparing meeting rooms and arranging refreshments


• Handle filing, photocopying, and scanning of documents, ensuring proper record management including to display latest newsletter, telephone list, memorandums etc

General Duties

• Respond promptly to requests from staff and management, demonstrating a helpful and cooperative


• Liaise with external vendors or service providers as


• Ensure compliance with company policies and procedures in all tasks


• Provide ad hoc support to P&C and administration teams as


• Adhere to all Jord company policies and IMS requirements

Skills and Experience:

• Minimum SPM or higher education level


• Previous experience in a receptionist or administrative role is preferred


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and general office


• Excellent communication including able to speak/write good English and interpersonal


• Ability to multitask and prioritize


• Strong organizational skills and attention to


• Ability to handle sensitive or P&C information with