Office Executive

Job Summary:

We are looking for a professional and service-oriented Receptionist cum Administrative Assistant to manage front desk operations and provide general administrative and workplace support. You will be the first point of contact for visitors and employees, while helping to maintain a welcoming, organised and well-functioning office environment.

Key Responsibilities:

Front Desk and Visitor Management

• Welcome visitors in a courteous and professional manner.
• Verify visitor identities, complete registration and issue visitor passes.
• Provide guidance or escort visitors during their time in the office.
• Manage walk-in visitors and ensure compliance with visitor management and security procedures.
• Answer and redirect incoming telephone calls as required.

Administrative Support

• Respond to general administrative enquiries from employees.
• Coordinate workstation assignments and office arrangements.
• Manage courier services, document printing and other daily administrative duties.
• Maintain the cleanliness and organisation of the reception area and common spaces.
• Submit monthly recurring expenses accurately and within the required timelines.

Workplace Inspection and Maintenance

• Conduct regular checks of office facilities, equipment, plants, supplies and the general workplace environment.
• Report and follow up on maintenance or facility-related issues promptly.
• Work with relevant service providers to maintain a safe, comfortable and functional workplace.

Office Supplies and Inventory

• Coordinate the procurement and replenishment of office and administrative supplies.
• Maintain accurate inventory records, including stock received and issued.
• Conduct periodic stock checks and monitor item conditions and expiry dates.
• Ensure adequate stock levels are maintained at all times.

Meeting and Event Support

• Prepare meeting rooms, refreshments, equipment and materials based on meeting requirements.
• Support the coordination of internal meetings, events and corporate visits.
• Ensure preparations for high-profile visits are completed at least three working days in advance.

Emergency and Incident Support

• Maintain a good understanding of office emergency procedures.
• Respond calmly and promptly to unexpected situations.
• Carry out initial actions in accordance with established procedures and escalate incidents to the relevant parties promptly.

Stakeholder and Service Provider Coordination

• Liaise with internal teams and external service providers, including cleaning, security, facilities and IT.
• Monitor cleaning quality, security operations and maintenance services.
• Follow up on outstanding issues to ensure timely resolution and consistent workplace standards.

Requirements:

• Minimum two years of relevant experience in reception, administration, customer service or a similar role.
• Experience in the technology, finance or internet industry would be an advantage.
• Good command of written and spoken English to communicate effectively with relevant stakeholders.
• Proficient in Microsoft Office and online workplace platforms.
• Professional, approachable and service-oriented.
• Proactive, organised and able to remain calm when handling unexpected visitors or urgent situations.
• Detail-oriented with a strong sense of confidentiality and information security.
• Good communication and coordination skills, with the ability to work effectively across departments and with external service providers.

Others:

• Location: Raffles Place