Secretary cum Receptionist

Role overview

Responsibilities

• Welcome and assist visitors, clients, suppliers, consultants, and subcontractors; answer, screen, and direct calls and respond to general inquiries.
• Manage email, letters, courier deliveries, and company correspondence.
• Prepare, format, print, scan, photocopy, and file official documents; maintain physical and electronic filing systems.
• Provide secretarial and administrative support to management and project teams.
• Assist with preparing and tracking quotations, purchase orders, invoices, delivery notes, and other company documents.
• Coordinate meetings, appointments, and schedules with clients, suppliers, and project personnel.
• Maintain correspondence, project-document, and administrative records; coordinate with engineering, project, procurement, and accounts staff.
• Monitor stationery and office supplies and keep the reception and office environment presentable.
• Handle confidential company information and documents discreetly; perform other administrative duties assigned by management.

Qualifications and requirements

• At least 2 years of experience as a Secretary, Receptionist, Administrative Assistant, or in a similar role.
• A diploma or bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field is preferred; a high school diploma or equivalent may be accepted with relevant experience.
• Previous experience in engineering, construction, or contracting is highly preferred.
• Familiarity with quotations, purchase orders, invoices, project documentation, and business correspondence.
• Good written and verbal English communication; proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
• Strong organization, multitasking, time management, typing, data entry, filing, and document preparation abilities.
• Professional telephone etiquette and customer service; able to coordinate effectively with clients, suppliers, engineers, and management.
• Able to maintain confidentiality, work under pressure, work independently and in a team, and support general office coordination.
• Must be available to join immediately or within a short notice period.

Work location

• Work location is in person.