Admin Officer / Receptionist at IT Horizons Limited

Roles and Responsibilities
Front Desk & Reception Duties:

• Serve as the first point of contact for visitors, clients, and vendors, providing a professional and welcoming environment.
• Answer, screen, and direct incoming calls and emails promptly.
• Manage visitor logs and issue visitor passes in line with security procedures.
• Receive, sort, and distribute mail and packages.

Administrative Support:

• Maintain and update company records, databases, and filing systems (physical and electronic).

• Draft, format, and proofread correspondence, reports, and other documents.

• Support scheduling and coordination of meetings, conferences, and events.

• Prepare meeting rooms, including arranging materials, refreshments, and equipment.

Office Management:

• Monitor and manage office supplies inventory; initiate replenishment when necessary.
• Coordinate with vendors, service providers, and contractors for maintenance and repairs.
• Ensure the office environment is clean, organized, and operational.

Logistics & Coordination:

• Arrange travel, accommodation, and transportation for staff and guests.
• Maintain calendars and assist in scheduling for senior staff or departments.
• Support onboarding processes for new hires (workstation setup, access badges, etc.).

Communication & Liaison:

• Relay information between departments to ensure smooth internal communication.
• Respond to general inquiries from staff, clients, and the public in a timely manner.
• Handle confidential information with discretion.

Compliance & Policy Adherence:

• Follow company policies, health and safety standards, and administrative procedures.
• Support compliance reporting and documentation when required.

Skills & Attributes

• Interested candidates should possess a Bachelor's Degree with 4 - 7 years work experience.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Professional appearance and demeanor.
• Customer service orientation and problem-solving skills.
• Ability to maintain confidentiality and work under minimal supervision.