Admin Receptionist

Job description:

Position Summary

The Admin Clerk / Receptionist serves as the first point of contact for visitors, suppliers, and contractors, while delivering essential administrative and clerical support to ensure smooth daily operations. This role combines front-desk hospitality with document processing, inventory monitoring, scheduling, and inter-office coordination, maintaining confidentiality, professionalism, and alignment with company standards at all times.

Key Responsibilities

I. Front Desk & Visitor Management

• Greet, welcome, and assist visitors, suppliers, and contractors in a courteous and professional manner
• Answer, screen, and direct incoming phone calls promptly
• Register, monitor, and record visitor entries in compliance with company security procedures
• Coordinate with security personnel regarding visitor access and protocols
• Direct visitors to the appropriate department or personnel and provide accurate information

II. Document & Administrative Support

• Prepare and process Receiving Receipts, Purchase Requests, and Requests for Payment
• Encode, update, and maintain Receiving Receipt records in Google Sheets
• Issue and process admin forms including Working Permits, Overtime Permits, PullOut Forms, and other required documents
• Replenish and maintain stock of standard admin forms
• File, organize, and archive administrative documents in the Admin Office
• Receive, sort, distribute, and endorse incoming mail, deliveries, parcels, and documents to concerned departments
• Prepare, monitor, and dispatch pouch documents and items to Binan and Head
• Office
• Perform photocopying, scanning, data entry, and other clerical tasks as assigned

III. Sheduling & Facility Coordination

• Schedule appointments, meetings, and manage meeting room bookings
• Monitor daily headcount and assist with morning opening procedures (prayer, LDI Hymn, birthday greetings)

IV. Supplies & Inventory Monitoring

• Inspect and track stock levels of office supplies, utility supplies, conference supplies, and clinic supplies
• Schedule, purchase, and monitor drinking water inventory
• Coordinate replenishment requests when stocks are low

V. Compliance, Confidentiality & General Duties

• Maintain strict confidentiality of company, personnel, and visitor information
• Keep the reception and common areas clean, organized, and presentable
• Report unusual activities, safety concerns, or security matters to the immediate Supervisor
• Support HR and other administrative tasks as assigned
• Follow established daily workflow and endorsement procedures during breaks and shift transitions

Benefits:

• Free parking
• Life insurance
• On-site parking
• Promotion to permanent employee