Admin Assistant/Receptionist

Job Purpose

To provide administrative and reception support to the Human Resource Department, ensuring efficient office operations, effective communication and a welcoming environment for employees and visitors. The role also supports welfare and change management initiatives by coordinating logistics and documentation.

Impact: The Admin Assistant & Receptionist is the first point of contact for the department, ensuring professionalism and efficiency in handling inquiries and managing administrative tasks. This position enhances departmental effectiveness by ensuring timely execution of welfare and change management processes and maintaining a positive image of the organization.

Key Result Areas

• Welcome and direct visitors, employees, and stakeholders professionally
• Manage incoming and outgoing correspondence, including emails, calls, and mail
• Provide clerical and logistical support for welfare and change management initiatives
• Prepare and manage documents, reports, and records for departmental activities
• Schedule, organize, and provide support for departmental meetings and events
• Ensure availability of materials, equipment, and refreshments for meetings
• Monitor and manage office supplies inventory, placing orders as needed
• Maintain a clean and organized reception and office area
• Maintain accurate records and filing systems for employee welfare and change management activities
• Ensure confidentiality and security of sensitive documents and data
• Assist in coordinating welfare activities such as employee wellness programs, celebrations, and events
• Provide support in distributing welfare-related materials or benefits to employees
• Support the implementation of change management initiatives by coordinating communication and logistics
• Assist in the preparation and dissemination of change management materials.

Expected Output

• Professional handling of visitors, calls, and correspondence, ensuring timely responses
• Accurate and up-to-date documentation and records of departmental activities
• Well-coordinated and smoothly executed meetings and events with all necessary resources in place
• Sufficient availability of supplies and a well-maintained office environment.
• Accurate tracking of welfare initiatives and activities for reporting purposes
• Well-prepared communication and logistics for change management programs.

Person Specifications

Academic Qualifications

• Diploma in Business Administration, Office Management, or a related field
• Certificate in Secretarial Studies or Customer Service is an advantage.

Experience

• A minimum of 2 years of experience in administrative support, reception, or office management
• Experience in coordinating logistics and managing correspondence is essential
• Exposure to welfare or change management activities is an added advantage.

Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of office equipment and administrative processes.
• Basic record-keeping and documentation skills.
• Strong interpersonal and customer service skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor and attention to detail.
• Excellent verbal and written communication skills.
• High level of confidentiality and integrity in handling sensitive information.
• Ability to adapt to changing priorities and support team goals.