Admin Executive (Office Facilities and Receptionist)

We are seeking a qualified professional to serve as the first point of contact for visitors whilst managing our office and facilities operations. This dual role combines front-of-house reception duties with office and facilities coordination responsibilities, including drafting correspondence and managing stakeholder relationships to ensure smooth daily operations and maintain a welcoming environment for staff and visitors.

Office & Facilities Management • Coordinate maintenance requests and liaise with external contractors for repairs, cleaning, and other office and facility services • Monitor and maintain office supplies, equipment, and common areas to ensure optimal working conditions • Oversee meeting room bookings, setup requirements, and audio-visual equipment functionality • Manage relationships with building management and service providers for both office and facility needs • Conduct regular office and facility inspections and report any issues requiring attention • Support office moves, renovations, and space planning initiatives as needed • Manage office facilities services and drive improvement initiatives • Build and maintain relationships with building management and contractors, overseeing maintenance contracts • Implement and drive sustainability initiatives and green office practices • Develop and optimise inventory management systems and procurement processes Reception Duties • Serve as the primary point of contact for all visitors, clients, and telephone enquiries, providing exceptional customer service and maintaining a professional image • Manage visitor registration, issue visitor passes, and ensure security protocols are followed • Handle incoming calls, direct enquiries to appropriate personnel, and take accurate messages when required • Receive and distribute mail, packages, and deliveries efficiently • Maintain reception area cleanliness and ensure promotional materials are current and well-presented Travel Management • Coordinate travel arrangements eg. flights and travel insurance • Process travel-related invoices and monitor service level agreements • Anticipate and address potential travel issues to ensure smooth experiences Administrative Support • Assist with general administrative tasks including filing, data entry, and document preparation • Support event coordination and meeting logistics • Maintain accurate records of facility-related expenses and vendor contracts • Provide backup support for other administrative functions as required

Education & Experience • Minimum of 3-5 years’ experience in reception, customer service, or office and facilities coordination roles with demonstrated stakeholder management experience • Experience in government or corporate environments with exposure to policy development or implementation • Understanding of procurement processes, contract management, and regulatory compliance Skills & Competencies • Excellent written and verbal communication skills with proven ability to draft correspondence and reports • Strong interpersonal skills with ability to build and maintain relationships with diverse stakeholders • Proficiency in Microsoft Office Suite and willingness to learn new systems • Excellent organisational and project management skills with ability to prioritise multiple tasks effectively • Analytical mindset with attention to detail and problem-solving capabilities • Professional appearance and demeanour suitable for front-of-house representation • Bilingual capabilities would be advantageous Only shortlisted candidates will be notified.