Job Overview

The Administrative Secretary will serve as the first point of contact for the firm and is responsible for front desk management and administrative support. This role ensures smooth daily operations by assisting the General Manager and supporting overall office functions. The incumbent will have excellent interpersonal skills, strong organizational ability, and a professional demeanor appropriate for a management consulting and cooperate office environment

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Roles & Responsibilities

Reception Duties

• Greet visitors and clients in a professional and friendly manner; direct them to relevant personnel
• Answer and direct phone calls to appropriate persons and handle general inquiries
• Maintain visitor records and ensure the security of office environment
• Supervise outsourced cleaner and maintain cleanliness and appearance of the whole office at all times
• Provide hospitality support including serving coffee/tea/light refreshments to clients and organizing meeting arrangements

Administrative Support

• Support daily office operations, including scheduling meetings, preparing documents, and managing filing systems
• Manage the meeting room booking, in consultation with the GM
• Assist the GM in coordinating with cooperate office building management for electricity, maintenance and other building services as needed
• Assist the GM in communicating with cooperate clients, making appointments, and preparing the cooperate meetings
• Support cooperate staff with formatting, printing, scanning, and biding their documents
• Regularly check and maintain stock of office supplies (including stationary, pantry supplies, computer supplies, etc.) to ensure adequate supplies at all times
• Purchase office materials in coordination with the cooperate office admin and finance department
• Estimate monthly office expenses and coordinate with the cooperate office administration and finance department for various payment
• Keep organized files of expense receipts
• Assist the GM with cooperate accounting tasks
• Occasionally make travel arrangements, hotel booking, transportation for the GM and staff from other cooperate companies
• Coordinate application and extensions of visas and work permits for the staff from foreign partner companies
• Keep up-to-date and organized records of essential documents, including office records, equipment warranties and corporate documents
• Identify, select, and manage vendors/contractors for office refurbishment and renovation
• Perform additional administrative tasks as requested

• Bachelor’s degree with any discipline
• Minimum 1–2 years of experience in a receptionist, secretary, or admin assistant role (experience in an international or consulting organization is a plus)
• Strong communication skills in both English (written and spoken)
• Good knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Strong organizational and time management skills
• Polite, well-presented, discreet, and customer-service oriented
• Ability to multitask and prioritize in a fast-paced professional environment