Site Office Administrator

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A leading provider of innovative laser systems to help people in various global markets, including but not limited to renewables, microelectronics, research, life science, automotive, and medicine.

We are seeking a competent and organised Site Office Administrator with reception responsibilities to join our team. The ideal candidate will be responsible for managing the administrative tasks of our site office while also fulfilling receptionist duties and providing non-technical support to the facilities team.

This role requires a detail-oriented and customer-focused individual who can efficiently handle various administrative functions and provide professional reception and facilities coordination services.

Reception Duties:

• Greet and welcome visitors in a professional and courteous manner.
• Operate a multi-position telephone system, including answering and directing phone calls, in a polite and efficient manner.
• Manage access to reception and front door entry.
• Manage incoming and outgoing mail, packages, and deliveries through reception.
• Maintain a clean and organised reception area.

Administrative Support:

• Provide administrative support to the site team and management staff, including travel arrangements (flights, hotels & taxi transfers) for visitors as required.
• Maintain and replenish stationery supplies.
• Coordinate and schedule meetings, appointments, and conference room bookings.
• Assist in preparing and editing documents, reports, and presentations.
• Maintain office supplies inventory and place orders as necessary.
• Arrange buffet lunches/refreshments for visitors and/or in-house seminars & meetings as required.
• Organise and maintain office filing systems.
• Assist with internal communications and organise site celebrations as needed.

Facilities Support:

• Provide administrative and coordination support to the facilities team.
• Maintain and store facilities-related records, logs, and compliance documentation.
• Receive contractors on site and direct them to appropriate work locations.
• Arrange appointments and site access schedules for contractors and service providers as required.
• Raise purchase orders (POs) and support procurement-related administrative tasks for facilities activities.
• Ensure documentation is completed and filed correctly.

Communication and Correspondence:

• Communicate with clients, suppliers, and other stakeholders as needed.
• Redirect inquiries to appropriate personnel.
• Draft and distribute internal and external communications.

Data Entry and Record-Keeping:

• Enter and update data in spreadsheets, databases, and other records.
• Maintain accurate and up-to-date records of office expenses, invoices, and receipts.

• Proven experience as an office administrator, receptionist, or in a similar role.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Strong organisational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain a professional and friendly demeanour under pressure.
• Knowledge of administrative and clerical procedures.
• Familiarity with office equipment and basic maintenance.
• Additional qualifications in Office Administration are a plus.
• Experience interacting with contractors or supporting facilities or operations teams is preferred but not required.

• Associate

• Full-time

• Administrative

• Office Administration