Office Support Assistant

• Managing front desk operations by professionally handling incoming calls, greeting visitors, serving refreshments, and maintaining the internal telephone directory.
• Coordinating visitor access passes for contractors, overseas colleagues, and guests to ensure smooth and secure entry.
• Overseeing meeting room bookings and ensuring all rooms are clean, tidy, fully stocked, and equipped with functioning technology; arranging servicing when needed.
• Supporting desk bookings through the Mapiq system, assisting with reservations for interns, visitors, and travelling staff.
• Maintaining office equipment such as printer, shredder, and binder, including liaising with vendors for repairs or servicing.
• Monitoring and replenishing office supplies and pantry inventory, from stationery to coffee and snacks, including sparkling water gas cylinder replacements.
• Handling mail and courier services, including collection, distribution, dispatch, and maintaining postage supplies.
• Liaising with building management to report and follow up on facilities issues such as air conditioning, lighting, restrooms, and VIP carpark bookings.
• Coordinating confidential waste collection with the appointed vendor and ensuring proper recycling and disposal practices.
• Providing hands-on support for office social initiatives, including event planning, seasonal decorations, and ad-hoc logistics.

• Diploma or Degree holders (Fresh graduates are welcome)
• You are organised and detail-oriented, with the ability to stay on top of multiple tasks and shifting priorities.
• You have strong communication skills and a friendly, approachable manner when greeting guests or coordinating with vendors.
• You are comfortable using Microsoft Office (Outlook, pdfDocs, Word, Excel, and Teams), and quick to pick up new tools and systems.
• You embrace change with a positive attitude and adapt easily when plans or routines shift — because in a busy office, flexibility is key.
• You can work independently, take initiative, and manage your own time effectively, while also being a dependable team player.
• You are confident managing front-desk responsibilities and creating a welcoming experience for both internal and external visitors.
• You are resourceful and solution-oriented — the kind of person who spots a problem and quietly fixes it.
• You stay calm and professional under pressure, even when things get a little hectic.
• You communicate clearly in English, both spoken and written, with a polished and respectful tone.
• You are punctual, reliable, and take pride in being someone your team can count on.
• You are comfortable as this position requires working on-site at our office full-time.

• Previous experience in an office administrative or receptionist role is a plus but not required — we welcome eager candidates who want to learn and grow with us.
• Familiarity with meeting room booking systems, such as Mapiq, or other office management software.
• Basic understanding of facilities management and vendor coordination.
• Experience in office event support and social activities.
• Strong problem-solving skills and a proactive mindset, especially when it comes to improving office processes.
• Comfortable working in a fast-paced environment with evolving priorities.
• Ability to work well with a diverse team across different cultures and departments.

NorthStandard