HCGSI Front Desk and Admin Associate

About the Role

Manage front desk operations, visitor assistance, mail and courier administration, facility coordination, inventory and office supplies, and daily workplace readiness, while supporting employee engagement initiatives through creative communications and approved social media content.

What You'll Do

1. Welcomes and assists employees, applicants, candidates, visitors, vendors, partners, and other stakeholders in a professional manner

2. Answers and screens incoming calls promptly and politely, relays messages, and redirects calls to the proper person or department

3. Maintains a clean, safe, organized, and professional reception area

4. Maintains front desk logs, visitor records, applicable safety or access forms, and other reception-related documentation

1. Receives, logs, routes, and tracks all incoming documents, packages, and mailings

2. Manages outgoing mail and package coordination with partner couriers

3. Maintains waybill inventory and courier tracking records

4. Escalates undelivered, delayed, or sensitive documents to the Department Head

1. Conducts regular workplace checks covering reception, pantry, meeting rooms, common areas, supplies areas, and visible housekeeping concerns.

2. Coordinates and follows through on repair, maintenance, housekeeping, air-conditioning, access, and building administration concerns.

3. Monitors meeting room readiness, signage, basic office orderliness, and employee-facing workplace concerns.

4. Supports office expansion and space readiness activities, including coordination of furniture, supplies, signage, access, and employee readiness items.

1. Maintains inventory records for office supplies, pantry supplies, hygiene supplies, employee engagement materials, giveaways, and other assigned admin-controlled items.

2. Receives delivered items, checks quantity and visible condition against approved request or delivery record, and records receipt in the tracker.

3. Processes and tracks employee requests for office supplies based on approved guidelines and availability.

4. Monitors reorder points and submits replenishment requests for procurement action.

5. Supports asset tagging, asset issuance documentation, return monitoring, and periodic inventory counts.

1. Creates Canva-based art cards, posters, greetings, event teasers, signages, reminders, and other approved employee engagement materials.

2. Creates birthday, work anniversary, appreciation, and event-related greetings based on approved templates and employee information.

3. Documents major employee engagement activities through photos and videos when assigned and creates event recap videos for internal or approved external posting.

4. Coordinates before posting or releasing materials to ensure accuracy, brand alignment, and privacy considerations.

1. Assists in event registration, materials preparation, venue or room set-up, decorations, employee reminders, attendance lists, documentation, and post-event clean-up.

2. Supports the team activities while maintaining front desk, facilities, inventory, and mail responsibilities.

What We're Looking For

Education and Experience

· Graduate of any four-year course.

· At least two years of relevant work experience in office administration, procurement support, facilities coordination, receptionist/front desk operations, employee engagement support, or related work.

· Strong working knowledge of Microsoft Office applications.

Required Skills and Abilities

· Professional communication and customer service skills.

· Strong organization, follow-through, and attention to detail.

· Ability to maintain trackers, logs, records, and routine reports accurately.

· Basic Canva design skills and willingness to learn simple video editing tools.

· Service-oriented, adaptable, reliable, and able to handle multiple requests calmly.

· Good judgment in handling confidential information, employee photos/videos, visitor information, and company-related content.

• 20% night-shift differential

• HMO coverage with 1 dependent

• Group life insurance

• Transportation and communication allowances

• Clothing and birthday allowances

• Vacation, sick, birthday, and bereavement leaves

• 13th-month pay and government-mandated benefits