Receptionist/ Admin Assistant

August, 2022

We are looking to for an energetic and proactive Receptionist / Admin Assistant for one of our shipping clients. The ideal candidate would possess good communication skills and has at least 1-2 years of working experiences working in similar role.


  • Maintaining professional, clean, and welcoming office facilities for external and internal meetings.
  • Administration of all access passes for new joiners and visitors.
  • Administration of Senior Commercial and management business expenses as required.
  • Participation in organizing office social events and staff engagement activities.
  • Provide assistance to the Office / Facilities Manager in the following:
    • Maintaining office documentation & filing of corporate & trade agreements
    • Preparing documentation for new company registration as required
    • Assisting with submission of insurance claims for staff
    • Organizing seating arrangements for overseas visitors and new joiners
    • Assisting with office travel and accommodation arrangements at comparative prices and within the company group policy guidelines
    • Assisting with the documentation required for visa application for all visitors and staff travelling
    • Assisting with staff expense claims for Directors/ Managers with EA support as required
    • Ensuring that the pantry area is well stocked and tidy
    • Liaising with building management on facilities issues as required
    • Assisting with non-confidential HR paperwork as required
    • Assisting with organizing training, meetings, and events
  • Reception duties include but not limited to:
    • Welcoming visitors and providing refreshments
    • Welcome and organize contractors / vendors
    • Answer and manage Cisco multi-line telephone system
    • Attend to all courier and dispatch requirements for both incoming as well as outgoing posts
    • Coordinate bookings of meeting rooms and maintain overall cleanliness of the meeting rooms and reception area.
  • Maintain supplies of the Office Pantry, corporate stationery, and business cards
  • Any other ad-hoc duties as assigned.


  • Experience of managing telephone systems, preferably in an open plan environment
  • Relevant work experience in basic administration work
  • Fluent spoken and written English
  • Good attention to detail and organizational skills
  • Strong communication and interpersonal skills
  • Able to meet deadlines
  • Basic IT skills with working knowledge of Microsoft Office applications (Words, Excel, PowerPoint) an advantage

We regret that only shortlisted candidates will be notified. Thank you for your understanding!

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