Junior Office Assistant

Confidential Company

We are seeking a responsible, detail-oriented, and service-focused Junior Office Assistant to support the daily upkeep and smooth operations of our Head Office. The role requires maintaining excellent standards of cleanliness, pantry management, meeting room readiness, and hospitality service for senior management and guests.

The Office Assistant will also provide reception support during lunch breaks and on alternate Saturdays.

Reception Support (about 30%)

• Provide receptionist backup during lunch breaks.

• Support front desk operations on alternate Saturdays.

• Assist with basic reception responsibilities when receptionist is unavailable.

• Greet visitors professionally and guide them appropriately when covering reception.

• Handle basic front desk etiquette and maintain reception area readiness.

Office Responsibilities (about 70 %)

Office Cleanliness & Workplace Environment

• Ensure the Head Office (all areas) are always clean, neat, fresh-smelling, and professionally maintained.

• Perform early morning cleaning and preparation routines before staff arrival.

• Ensure all office areas always meet a high corporate presentation standard.

• Assist the office cleaner in vacuuming and general cleaning of the entire office on Saturdays

Pantry & Hospitality Service

• Prepare and serve coffee/tea to CEO, Senior Management, visitors, and guests.

• Ensure brewed coffee is available and refilled throughout the day.

• Maintain pantry essentials daily.

• Clean pantry equipment daily.

• Clean refrigerator weekly.

• Support hospitality requirements during executive meetings and VIP guest visits.

• Ensure pantry stocks are controlled efficiently to avoid wastage.

• Be fully in charge of the pantry room, including proper stock arrangement, daily refill monitoring, and maintaining an organized pantry inventory.

• Ensure pantry supplies are well-managed, neatly stored, and always available as per office requirements.

Meeting Room Setup & Maintenance

• Disinfect meeting tables and chairs after each meeting.

• Clear used cups, bottles, and glasses immediately after meetings.

• Ensure meeting rooms are always stocked with tissue boxes, pens, notepads, and whiteboard markers.

• Arrange meeting rooms in proper seating layout prior to scheduled meetings.

Office Supplies & Stock Control

§  Release office supply items in line with approved requests and established procedures.

§  Maintain accurate records in logbooks and coordinate regular updates with the Front Office team.

§  Coordinate monthly ordering of office supplies with the receptionist and Office Manager.

§  Monitor consumption trends and proactively inform the office manager in advance when stock levels are approaching minimum thresholds.

Printer Cartridges & Toners

• Coordinate with IT to monitor toner and cartridge stock.

• Ensure supplies are always available in the Head Office stockroom.

Office Maintenance & Reporting Support

• Report office maintenance issues such as light bulb replacement, A/C problems, furniture damage or repair needs.

• Coordinate with building maintenance through Administration team.

• Immediately escalate urgent facility issues impacting office operations.

General Support & Admin Assistance

• Assist staff with support tasks when required (e.g., binding documents, basic office assistance).

• Perform additional duties assigned by management.