Receptionist & Administrative Assistant to the Managing Partner

We are seeking a professional, organized, and service-oriented Receptionist & Administrative Assistant to support the smooth day-to-day operations of the office and provide administrative assistance to the Managing Partner. The role combines front-desk reception duties, visitor management, communication handling, and general administrative support within a fast-paced real estate environment.

The ideal candidate will have excellent communication and organizational skills, a professional and welcoming demeanor, strong attention to detail, and the ability to handle multiple responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities

- Reception and Front Desk Management

• Welcome and assist visitors, clients, business partners, and other guests in a professional and courteous manner.
• Manage incoming calls, direct inquiries to the appropriate departments, and take accurate messages when required.
• Handle incoming and outgoing correspondence, including emails, courier deliveries, and documents.
• Maintain a neat, organized, and professional reception area.
• Coordinate visitor appointments and ensure a smooth and positive visitor experience.
• Respond to general inquiries and provide basic information about the company and its services.
• Liaise with building management and service providers regarding office-related matters.

- Administrative Support to the Managing Partner

• Provide day-to-day administrative and secretarial support to the Managing Partner.
• Manage the Managing Partner's calendar, schedule appointments, and coordinate meetings.
• Arrange internal and external meetings, ensuring meeting rooms, agendas, and required documents are prepared in advance.
• Draft, format, and proofread emails, letters, memos, reports, and other business correspondence.
• Assist in preparing presentations, reports, spreadsheets, and other business documents.
• Follow up on pending tasks, meeting actions, and requests on behalf of the Managing Partner.
• Handle confidential documents and information with discretion and professionalism.

- Meeting and Office Coordination

• Coordinate meeting room bookings and ensure rooms are properly prepared for meetings.
• Communicate with internal teams, clients, and external stakeholders to confirm meeting schedules.
• Assist with preparing meeting materials, taking minutes when required, and circulating follow-up actions.
• Support the coordination of office activities, appointments, and day-to-day administrative requirements.
• Ensure office supplies, stationery, and other essential items are maintained and replenished as needed.

- General Administrative and Documentation Support

• Maintain organized electronic and physical filing systems for easy document retrieval.
• Assist with data entry, document preparation, scanning, printing, photocopying, and filing.
• Maintain accurate records of correspondence, appointments, and administrative activities.
• Assist with processing invoices, expense documentation, and other routine administrative records.
• Support the preparation and organization of company documents, property-related records, and internal reports.
• Conduct basic research and gather information as requested by the Managing Partner.
• Coordinate with internal departments to ensure administrative requests are completed promptly.

- Real Estate Office Support

• Assist with the organization and handling of property-related documents, client records, and business correspondence.
• Coordinate appointments with property clients, investors, landlords, tenants, and business partners as required.
• Support the administrative coordination of property meetings and client inquiries.
• Liaise with relevant teams to ensure documents and information are shared accurately and on time.
• Maintain the confidentiality and proper organization of client and company information.

Qualifications and Skills

• Previous experience as a Receptionist, Administrative Assistant, Secretary, or Personal Assistant, preferably in real estate or a related industry.
• Excellent verbal and written communication skills in English.
• Professional, presentable, and welcoming personality with strong customer service skills.
• Excellent organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as email and calendar management tools.
• Strong attention to detail and accuracy in handling documents and administrative tasks.
• Ability to communicate professionally with senior management, clients, visitors, and external stakeholders.
• High level of discretion and confidentiality when handling sensitive business and client information.
• Proactive, reliable, and capable of working independently as well as within a team.
• Strong coordination, problem-solving, and follow-up skills.
• A bachelor's degree or diploma in Business Administration, Office Management, or a related field is preferred.

Key Competencies

• Professional front-desk and customer service skills.
• Strong