Office Receptionist / Secretary

*Job Summary*

We are seeking a professional, courteous, and organized Office Receptionist / Secretary to manage reception and provide secretarial and administrative support. The role involves welcoming guests, handling calls, coordinating schedules and meetings, maintaining company documents, and keeping accurate attendance records.

*Key Responsibilities*

*Front Office and Guest Relations*

• Maintain a professional, tidy, and welcoming reception area.

• Greet visitors, confirm their appointments, and notify the relevant staff of their arrival.

• Direct or escort guests to the appropriate office or meeting room.

• Maintain a visitor register and follow company procedures for visitor access.

• Arrange and serve refreshments, for the CEO and designated VIP guests if required.

• Answer incoming calls promptly, direct calls appropriately, and take accurate messages.

*Secretarial and Meeting Support*

• Provide day to day secretarial and administrative assistance to management and office staff.

• Maintain calendars, schedule and confirm appointments, and monitor upcoming meetings.

• Send meeting invitations and reminders, communicate schedule changes, and follow up on confirmations.

• Prepare meeting rooms and ensure required documents and basic arrangements are ready.

• Prepare correspondence, type and format documents, and record meeting notes when requested.

*Document and Attendance Records*

• Organize and maintain physical and digital filing systems for company documents.

• Keep records accurate, up to date, securely stored, and easy to retrieve.

• Maintain employee attendance records, including reported absences, late arrivals, and leave details, based on approved information.

• Highlight missing entries or discrepancies to the relevant manager for review.

• Handle employee information, company records, and management correspondence confidentially.

*General Office Administration*

• Receive, record, and distribute incoming mail, courier deliveries, and documents.

• Coordinate outgoing courier bookings and document dispatch.

• Monitor stationery and reception supplies and request replenishment when needed.

• Coordinate with relevant staff to address reception and meeting room requirements.

• Carry out other reasonable administrative duties related to the role.

How to Apply: Send your CV to [email protected]