Office Manager Cum Receptionist

Job Description

Roles & ResponsibilitiesWe are seeking a highly organized, professional, and proactive Office Manager cum Receptionist to oversee the smooth and efficient day-to-day operations of the office while managing the reception function.The role will be responsible for maintaining a professional and welcoming office environment, coordinating office administration, suppliers and service providers, managing workplace requirements, supporting management and employees with administrative matters, and ensuring that visitors and clients receive a professional experience.This is a hands-on and varied role requiring excellent organizational skills, attention to detail, initiative, discretion, and the ability to manage multiple priorities in a fast-paced environment.Key Responsibilities1. Office Management & AdministrationManage the day-to-day administrative and operational requirements of the office.Ensure the office is clean, organized, well-maintained, professional, and fully operational.Manage office supplies, stationery, equipment, furniture, pantry requirements, and other workplace necessities.Monitor inventory and stock levels and arrange timely purchases and replenishment.Coordinate with suppliers, vendors, building management, cleaning companies, maintenance contractors, couriers, and other service providers.Coordinate repairs, maintenance, and servicing of office equipment and facilities.Handle incoming and outgoing mail, courier deliveries, documents, and general correspondence.Maintain accurate and organized filing systems for administrative documents and company records.Manage meeting rooms and ensure they are properly prepared and equipped.Support the organization of internal meetings, company events, employee activities, and other office initiatives.Assist with travel arrangements, accommodation, transportation, and other logistical requirements when required.Act as the key point of contact for employees regarding general office and administrative requirements.Ensure office policies, procedures, and administrative processes are followed.2. Reception & Front Office ManagementWelcome and professionally assist visitors, clients, business partners, and other guests.Manage the reception area and ensure a professional and welcoming first impression.Answer, screen, and direct incoming telephone calls appropriately.Receive and respond to general enquiries in a professional and timely manner.Manage visitor registration and maintain front-desk records.Coordinate appointments, meetings, and visitor schedules.Receive, sort, and distribute incoming mail, courier packages, and documents.Handle general emails, messages, and correspondence received at the reception.Coordinate with relevant departments regarding visitors, deliveries, and appointments.Maintain confidentiality when handling company, employee, client, and business information.Ensure the reception area remains clean, organized, and presentable at all times.3. Administrative & Management SupportProvide administrative and coordination support to management and various departments as required.Coordinate meetings, appointments, calendars, and internal communications.Prepare letters, documents, reports, presentations, spreadsheets, trackers, and other administrative materials.Maintain organized records of contracts, quotations, invoices, purchase requests, and other office-related documentation.Follow up with internal departments, suppliers, and service providers on pending administrative matters.Support communication and coordination between departments.Assist management with ad hoc administrative and operational requirements.Maintain confidentiality and exercise discretion when handling sensitive information.Support special projects and other administrative initiatives as assigned.4. Office Expenses & Supplier CoordinationMonitor and maintain records of office-related expenses.Obtain quotations from suppliers and service providers as required.Coordinate office purchases and ensure appropriate approvals and supporting documentation are available.Collect, verify, and organize supplier invoices, quotations, purchase requests, and related documents.Coordinate with the Finance team regarding office-related invoices and payments.Maintain an updated list of office suppliers and service providers.Monitor supplier performance and follow up on pending deliveries, services, repairs, and payments.Identify opportunities to improve office processes, service levels, and administrative cost efficiency.5. General Office SupportAssist with photocopying, scanning, printing, filing, data entry, and other general administrative tasks.Coordinate office logistics for meetings, events, employee activities, and business visitors.Support employee onboarding logistics such as workstation readiness, access requirements, stationery, and other office arrangements.Coordinate with IT, HR, Finance, Administration, and other departments on general office requirements.Ensure all office equipment and common areas are adequately maintained and operational.Perform other duties and responsibilities as assigned by management.Desired Candidate Profile4+ years of relevant experience in Office Management, Administration, Reception, Office Coordination, or a similar role.Previous experience managing both front-office/reception and general office administration is preferred.Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field is preferred.Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.Excellent organizational and time-management skills.Strong attention to detail and ability to maintain accurate records.Ability to multitask, prioritize responsibilities, and work effectively under pressure.Excellent written and verbal communication skills.Professional and confident communication skills when dealing with employees, management, clients, visitors, suppliers, and external service providers.Strong customer-service and interpersonal skills.Proactive approach with the ability to identify and resolve routine office and administrative issues independently.Strong follow-up and coordination skills.Reliable, well-organized, service-oriented, and solution-focused.Ability to maintain confidentiality and exercise discretion when handling sensitive company and employee information.Professional appearance and a positive, approachable attitude.Ability to work independently as well as collaboratively with different departments.

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