Workplace Admin Coordinator

Job Summary
We are seeking a professional and personable Receptionist and Administrative Support Coordinator to serve as the first point of contact for visitors and provide comprehensive support to staff, customers, and external contractors. This role demands excellent communication skills, strong organizational abilities, and a proactive approach to managing office operations. The successful candidate will play a vital role in maintaining a positive and professional environment while supporting the Facilities Management Team with various administrative, financial, and facilities-related tasks.

Key Responsibilities
- Welcome and assist visitors to the building, ensuring a warm and professional reception experience at all times.
- Issue ID badges to visitors and contractors as required, maintaining security protocols.
- Manage incoming and outgoing telephone calls and coordinate office emails efficiently to ensure timely communication.
- Handle all mail correspondence directed to the front desk, ensuring proper distribution and tracking.
- Perform general office administration duties, including inventory management and other support tasks as needed.
- Arrange additional services such as booking taxis, transfers, and providing timetable information to staff and visitors.
- Provide administrative support to the Facilities Management Team, including tasks related to finance and facilities operations.
- Schedule and manage meeting room bookings and cancellations in accordance with office requirements.
- Build and maintain positive relationships with clients, stakeholders, and colleagues, demonstrating excellent interpersonal skills.
- Communicate effectively in both written and spoken English and the local language, ensuring clarity and professionalism.
- Collaborate as a team player, working constructively across different locations and remotely when necessary.
- Liaise with landlord service providers, escalating issues appropriately and following up to resolution.
- Maintain high levels of accuracy and attention to detail in all tasks and documentation.
- Apply numerical skills and financial understanding to support budgeting and expense tracking activities.
- Exhibit strong organizational skills to manage multiple priorities and deadlines efficiently.
- Utilize PC skills with proficiency in Microsoft Office applications and general IT knowledge to support daily operations.
- Work positively and cooperatively with colleagues and clients to foster a collaborative work environment.
- Understand and comply with local health and safety legislation as well as energy management practices to ensure a safe workplace.

Required Qualifications
- Proven experience in a receptionist or administrative support role, preferably within a corporate or facilities management setting.
- Excellent verbal and written communication skills in English and the local language.
- Strong organizational and multitasking abilities with keen attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general IT literacy.
- Ability to handle confidential information with discretion and professionalism.
- Demonstrated numerical aptitude and basic financial acumen.
- Ability to work collaboratively within a team and across different departments or locations.
- Knowledge of local health and safety regulations and energy management principles.

Preferred Qualifications and Benefits
While not explicitly stated, candidates who bring additional experience in facilities management support, client relationship management, or multilingual capabilities will be highly valued. This role offers the opportunity to work in a dynamic environment that encourages teamwork and professional growth.

If you are a detail-oriented, proactive individual who thrives in a customer-facing role and enjoys supporting diverse administrative functions, we encourage you to apply. Join us to contribute to a welcoming and efficiently run office environment.