Admin Executive / Receptionist

Key Responsibilities

• Manage front office operations, including welcoming visitors, handling inquiries, and directing them to the appropriate departments.
• Operate the PBX and multi-line telephone system, screen calls, and efficiently route incoming communications.
• Maintain sales enquiry records, generate enquiry numbers in ERP/Focus and Excel, and coordinate with internal teams for timely follow-up.
• Prepare and maintain weekly sales reports and other management reports as required.
• Coordinate customer communications, including sending responses and regret letters for inquiries outside the company's product range.
• Manage employee attendance records and prepare monthly attendance reports for payroll processing.
• Administer employee medical insurance activities, including additions, deletions, and maintenance of insurance records.
• Maintain records related to company assets, including vehicle insurance, Salik accounts, traffic fines, and employee insurance cards.
• Coordinate travel arrangements, including hotel bookings, flight reservations, transportation, and visa-related support when required.
• Arrange courier services, manage incoming and outgoing mail, and ensure proper document handling and distribution.
• Oversee office administration activities, including procurement and inventory management of office supplies, pantry items, stationery, and printed materials.
• Coordinate maintenance and servicing of office equipment, company vehicles, and facility-related requirements.
• Prepare Local Purchase Orders (LPOs) and maintain records of customer and supplier purchase orders.
• Maintain supplier information, product catalogues, compliance records, and other business documentation.
• Support HR, Finance, Sales, and Management teams with administrative coordination and documentation requirements.
• Perform additional administrative and coordination duties as assigned by management.