OVERALL SUMMARY
The Front Desk & Admin Executive serves as the first point of contact for visitors, employees, and callers, representing EPS with professionalism and ensuring a smooth flow of daily front-office and administrative operations. The role is responsible for managing reception duties, handling documentation, coordinating meetings, overseeing vendor and facility management, and supporting pantry operations and employee welfare activities. This position requires strong communication skills, organisation, attention to detail, and the ability to multitask effectively.
AREAS OF RESPONSIBILITY
1. Front Desk Operations
1.1 Call & Visitor Management
• Answer, screen, and transfer incoming phone calls professionally.
• Take accurate messages and ensure timely communication.
• Greet and receive visitors, providing directions or notifying relevant staff.
• Coordinate with pantry staff for guest beverage arrangements; assist when required.
1.2 Meeting Room Support
Manage and schedule meeting room bookings.
1.3 Document Handling & Dispatch
• Receive and distribute incoming documents promptly and accurately.
• Maintain records of all incoming/outgoing documents.
• Receive, sort, and distribute mailbags from vessels; send acknowledgements and respond to queries.
• Coordinate courier and dispatch services for outgoing documents.
2. Administration Responsibilities
2.1 Office Renovation & Project Management
• Source contractors and obtain quotations for renovation or project work.
• Coordinate between designers and the Managing Director on space planning.
• Monitor renovation progress daily and maintain a project schedule.
• Liaise with technical teams (data cabling, security, etc.).
• Procure equipment and materials as required for projects.
2.2 Vendor & Contract Management
• Review office contracts and assess performance for renewal.
• Negotiate contract terms or source new vendors when required.
• Maintain and update the oƯice contract summary.
2.3 Office Equipment & Infrastructure
• Evaluate office equipment performance and recommend upgrades or replacements.
• Maintain equipment servicing schedules.
• Oversee maintenance of lighting, air-conditioning, sanitation systems, printers, copiers, and other office infrastructure.
• Ensure timely delivery of materials and services from registered vendors.
• Liaise with vendors and raise purchase orders (POs) for goods and services.
2.4 Pantry & Office Supplies Management
• Monitor and restock pantry supplies (tea, coffee, sugar, snacks, etc.).
• Order fresh fruits regularly for staƯ consumption.
• Check supply levels and forecast requirements to avoid shortages.
• Raise POs for pantry, oƯice supplies, and consumables; ensure timely approval and reconciliation.
• Coordinate with vendors to ensure quality and timely delivery.
2.5 Office Cleanliness & Upkeep
• Conduct periodic inspections to ensure office cleanliness and upkeep.
• Maintain a professional and welcoming office environment.
2.6 Purchase Verification & Approvals
• Verify invoices, delivery notes, and purchase requirements.
• Approve office purchases within the authorised limit as directed by the General Manager
2.7 Support for Employee Welfare Activities
• Assist the Employee Welfare Team in arranging food/snacks for events and meetings.
• Coordinate with food vendors for welfare activities and celebrations.
• Provide on-ground logistical support during events and gatherings.
QUALIFICATION/EXPERIENCE
- Bachelor’s degree in any discipline (preferred: Administration, Hospitality, Business Management).
- Diploma in Front Office / Hospitality Management will be an added advantage.
- 2–5 years of experience in Front Desk, Reception, or Administrative roles.
- Exposure to vendor management and procurement will be beneficial.
- Experience in handling pantry supplies, welfare support, and office operations is desirable.
- Proficiency in MS Office (Word, Excel, Outlook).
- Familiarity with basic purchase order systems and vendor coordination.
- Strong organisational and record-keeping abilities.
- Excellent communication skills (verbal & written).
- Professional, well-groomed, and pleasant personality.
- Strong multi-tasking ability and attention to detail.
All applications will be treated in strict confidence and used solely for recruitment purposes.
Qualified candidate may send their CV along with salary expectations to cv@epshipping.com.sg
Please note only shortlisted candidates will be notified.
