Job Title: Receptionist and HR Administrator
Department:Human Resources
Grade: B
Reporting to:Manager - Administration
Job purpose:
The Receptionist acts as the company’s first point of contact for all internal stakeholders, customers, vendors, and other external stakeholders. Focused areas of responsibility are reception desk management, vendor management and customer service, and HR & Admin coordination.
The position will have changing requirements and so you need to be very adaptable and willing to take on new challenges.
Main tasks and responsibilities:
Reception desk management
•Organize office operations and procedures and support with office maintenance, mailing, shipping/ courier services, arranging stationery supplies, IT equipment (printer/laptop etc.), filing bills and follow up on payments (Du, Dewa, rent, etc.), running pantry errands.
•Being the first point of contact for guests and the front desk
•Meet and greet clients and visitors in a friendly and professional manner and direct them to meetings
•Maintain and organize reception areas/ meeting rooms
•Manage internal meeting room bookings, assigning appropriately sized and ensure cleanliness and sufficient supplies
•Answer telephone calls and assist with queries from clients and staff in a professional manner and direct calls
•Distributing mail and organizing couriers
Office Administration
•Issuing security cards and ensuring cards are returned accordingly
•Updating of floor plan, phone directory, staff movement list
•Maintenance of office equipment including purchase of consumables and liaising with vendor
•Replenish and order supplies for pantry/ stationery
•Liaising with vendors related to office maintenance - Air-con servicing, cleaning services, building management
HR and Admin Coordination
•Responsible for supporting new joiners on day one in office with access card, biometric attendance, sim card, business card, parking card etc.
•Participate actively in the planning and execution of company events.
•Coordinate office staff activities to ensure maximum efficiency – like birthdays, theme parties, lunch orders etc.
•Provide HR support and advice to employees and reporting managers, explaining policies and procedures in a timely and effective manner, with regards to leaves, medical insurance, leave travel allowance, ticket bookings, hotel bookings, visa support, etc.
•Enter data into the SAP HR system so that accurate records are maintained.
•Manage the absence recording system, request medical certificates where necessary, etc.
•Maintain the employee master database
•Manage the leaver/ employee exit administration process i.e. collection of access card, parking card, sim card, laptop, etc. and accordingly cancel SIM card contracts, access cards, etc.
•Assist the HR & Admin department with the development and maintenance of HR & Admin policies and procedures.
•Perform any other administrative duties as required.
Travel Management
•Arrange and coordinate employees travel plans and associated bookings, visas, hotels etc as required
Key interactions (Internal | External):
External: Customers | Partners | Vendors | Couriers |
Internal: HR & Admin | All employees
Education requirements:
•Degree in any discipline·
Language requirements:
English – Fluent (required)
Background and experience:
•3 years’ proven work experience as a Receptionist,
•Must have minimum 2 years experience in HR and Office Administration
•Familiarity with SAP ERP Systems for maintaining HR records.
•Hands on experience with office equipment
Competencies & Skills:
•Time management and organizational skills
•Willingness to learn
•Analytical, numerical, and problem-solving skills when under pressure and tight work deadlines
•Presentable and well-dressed with a positive and friendly attitude
