Receptionist & Admin

Job Scope

Reception & Visitor Management

• Attend to visitors, parents, students and staff at the reception counter professionally and courteously.
• Answer, screen and manage incoming calls and enquiries, and promptly direct them to the appropriate personnel.
• Verify visitor identities and direct visitors to the appropriate personnel or venue.
• Ensure the reception area is tidy, welcoming and secure at all times.

Administrative Support

• Perform general administrative duties, including data entry, issuance and tracking of physical keys and access cards, and maintenance of proper records.
• File and archive documents in accordance with the school's records management guidelines.
• Prepare simple correspondence, forms and notices as directed.
• Assist with incoming and outgoing mail and deliveries, including logging, sorting and distributing them to the relevant staff.

Equipment & Office Upkeep

• Maintain photocopiers and other general office equipment by replenishing consumables such as paper and toner, clearing paper jams, and promptly logging and coordinating servicing and repairs with vendors.
• Maintain the cleanliness and orderliness of the General Office pantry and storeroom.

Stationery & Stock Management

• Manage the school's inventory of stationery and office supplies.
• Conduct stock checks at least once a month and maintain accurate, up-to-date inventory records.
• Raise purchase requests when stocks fall below the minimum threshold.
• Receive and verify deliveries against purchase orders and update inventory records accordingly.

Student Administration

• Assist with the Secondary 1 registration exercise and processing of student transfers, including verifying documents, updating student records in the school's student management system, and liaising with parents and relevant parties.
• Assist with other student administration matters as directed, including issuing letters, collecting forms and documents, and attending to student-related enquiries at the reception counter.

Email Management

• Manage the school's general email inbox, ensuring that incoming emails are acknowledged within one working day and promptly routed to the appropriate staff for follow-up.
• Maintain a simple log of emails received and their routing status to facilitate tracking and follow-up where necessary.

Ad-hoc Duties

• Carrying out any other duties as assigned by the school's management and staff in support of the school's operations.

Requirement

• GCE 'O' Level or Higher NITEC
• 3 years of working experience in reception and general administrative duties in a secondary school
• Strong communication skills in English, with proficiency in a second language being an advantage
• Customer service oriented with a warm and professional disposition
• Proficient in Microsoft Office applications

Additional

• Contract Period - Jan 2027 - Dec 2027 with option to extend for 1 year
• Mondays to Thursdays: 8:00am to 5.30pm, inclusive of 1 hour lunch break
• Fridays: 8:00am to 5:00pm, inclusive of 1 hour lunch break
• Service not required on Saturdays, Sundays and gazetted public holidays

EA Personnel Name:
Jackie Ng
EA Personnel No: R
EA License No: 95C5411