Administrative Assistant / Receptionist
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Job Description
ABOUT YOUR ROLE
We are seeking a team player who works closely with other admin team members and assists the immediate supervisor to provide appropriate office administration support to the Company. Serving as the dual Administrative Assistant and Receptionist, you will act as the welcoming face of our Hong Kong office while ensuring internal operations run smoothly and efficiently.
YOUR MAIN RESPONSIBILITIES WILL INCLUDE
Front Desk & Reception:
• Visitor Management: Greet and welcome guests and clients as soon as they arrive at the office, ensuring a seamless and professional check-in process.
• Communications Hub: Answer, screen, and forward incoming phone calls, while providing basic and accurate information in-person and via phone/email.
• Mail & Deliveries: Receive, sort, and distribute daily mail and packages. Coordinate outgoing mail and courier services.
• Facility Upkeep: Maintain a clean, organized, and welcoming reception area, conference rooms, and common office spaces.
• Security: Follow safety and security procedures by monitoring the logbook and issuing visitor badges.
Administrative Support:
• Calendar & Scheduling: Assist with scheduling appointments, coordinating meetings, and managing conference room bookings.
• Office Supplies: Monitor inventory of office supplies, anticipate requirements, place orders, and verify receipts.
• Document Management: Perform basic data entry, filing, photocopying, transcribing, and faxing. Maintain digital and physical filing systems.
• Event Coordination: Assist in organizing internal company events, team lunches, and off-site meetings.
• Team Support: Assist various departments (HR, Finance, Operations) with ad-hoc projects, expense reporting, and travel arrangements as needed.
Requirements
Department: Administration
Function: Administrative
Experience Level: Executive