Admin Assistant & Receptionist role

Key Responsibilities:

I. Reception and Client Relations

• Front Desk Management: Serve as the primary point of contact, greeting and welcoming clients, guests, and candidates in a professional and friendly manner.
• Communication Handling: Manage the main phone line and company inbox, screening and directing calls/emails to the appropriate consultant or department promptly.
• Meeting Coordination: Schedule, prepare, and manage conference rooms for client meetings and internal sessions, ensuring all necessary technology and materials are ready.
• Mail & Logistics: Receive, sort, and distribute daily mail, packages, and deliveries. Coordinate courier and shipping services as required.

II. Travel and Visa Logistics Management (Focused on Arrangement)

• Airfare Reservation: Book and issue airplane tickets for domestic and international travel using the company's preferred booking platform or travel agency, ensuring the most cost-effective and efficient routes.
• Complex Itinerary Arrangement: Coordinate comprehensive travel logistics for consulting teams and leadership, including flights, hotels, and ground transportation, creating detailed itineraries for each trip.
• Visa Scheduling & Documentation: Facilitate the scheduling of visa appointments at embassies/consulates. Organize, prepare, and compile all necessary supporting documentation (e.g., invitation letters, application forms, passport copies) for business visa applications.
• Compliance & Records: Ensure all reservations and visa documentation comply with internal travel policies and maintain an accurate, confidential log of consultant travel documents (e.g., passport and visa expiration dates).
• Emergency Contact: Serve as a point of contact for consultants experiencing travel delays or issues, assisting with immediate rebooking or troubleshooting as needed.

III. Administrative and Operational Support

• Calendar Management: Assist senior consultants and leadership with scheduling internal and external appointments and meetings.
• Document Management: Assist with the preparation, formatting, proofreading, and binding of confidential client reports, proposals, and presentations.
• Office Inventory: Maintain and manage office supplies, breakroom inventory, and stationery, placing orders and managing vendor relationships efficiently.
• Filing & Data Entry: Maintain organized digital and physical filing systems for client contracts, vendor invoices, and internal documents.
• Expense Reports: Assist with compiling and submitting expense reports for the team, ensuring adherence to company policy.

IV. Employee Attendance and Compliance

• Attendance Monitoring: Monitor and track daily employee attendance, including checking in and out, utilizing the designated time-tracking system (e.g., electronic clock-in or software).
• Absence Reporting: Maintain accurate records of planned and unplanned absences (vacation, sick leave) and report any discrepancies or chronic issues to the Office Manager.
• Timesheet Support: Assist team members with queries regarding their timesheet submissions and ensure all hours are correctly allocated

Job Qualifications:

• 2-3 years of proven experience in administrative role
• Strong Phone Etiquette and Communication skills
• Strong command of English
• Proficiency in Microsoft Office [Excel, Word and Outlook…]
• Excellent organizational abilities and attention to detail
• Ability to work effectively both independently and as part of a team