Receptionist & Administrative Coordinator

Job Summary:

The ideal candidate will be the first point of contact for the company while also providing administrative support to various departments and assisting with tender-related activities. The role requires strong communication, organization, attention to detail, and the ability to handle confidential documents and multiple priorities.

Responsibilities:

• Welcome and greet visitors, clients, candidates, and guests in a professional and friendly manner.
• Answer, screen, and direct incoming calls and inquiries to the appropriate departments.
• Receive, sort, and distribute incoming mail, courier deliveries, and documents.
• Manage the reception area and ensure it remains clean, organized, and presentable at all times.
• Coordinate visitor access and notify relevant employees upon their arrival.
• Maintain visitor logs and other reception-related records as required.
• Provide general administrative support to ensure the smooth operation of the office.
• Coordinate meeting room bookings and assist with meeting arrangements when required.
• Receive and direct candidates attending interviews and recruitment activities.
• Support the preparation, organization, and submission of tender documents and related administrative requirements.
• Coordinate with internal departments to collect the required documents and information for tenders.
• Maintain organized records of tender documents, submissions, correspondence, and deadlines.
• Follow up on tender-related documentation and ensure submissions are completed within required deadlines.
• Handle and maintain confidential tender and company documents with appropriate discretion.
• Coordinate with Office Administration, Finance, HR, and other departments regarding administrative and tender-related activities.
• Monitor reception-related office supplies and coordinate replenishment when required.
• Represent the company professionally and maintain a positive corporate image at all times.
• Perform other administrative duties as assigned by management.

Requirements

• Bachelor's degree or relevant qualification.
• 2–4 years of experience in reception, front office, administration, or a similar role.
• Previous experience supporting tenders, bids, or commercial documentation is an advantage.
• Excellent communication and interpersonal skills.
• Excellent command of English, both written and spoken.
• Professional appearance, positive attitude, and strong customer-service orientation.
• Strong organizational and time-management skills.
• Strong attention to detail and ability to meet deadlines.
• Ability to multitask, prioritize tasks, and work effectively in a fast-paced environment.
• Good command of Microsoft Office, particularly Word, Excel, and PowerPoint.
• Ability to communicate professionally with employees, clients, visitors, and external parties.
• Ability to handle confidential information and documentation with discretion.

Key Competencies:

• Communication & Interpersonal Skills
• Administrative & Organizational Skills
• Tender & Documentation Support
• Attention to Detail
• Time Management & Follow-up
• Multitasking & Prioritization
• Professionalism & Corporate Etiquette
• Teamwork & Collaboration
• Problem Solving
• Confidentiality & Discretion