Business Support, Administrative Services

Role Purpose

The Corporate Receptionist acts as the professional face of the organization, managing front-of-house operations within a strict Good Manufacturing Practice (GMP) pharmaceutical facility. Beyond traditional hospitality duties, this position provides critical administrative support, including managing vendor Site Induction Course (SIC) registrations, tracking daily floor attendance, and serving as the primary operational backup to the Facility Coordinator (FC) for Purchase Order (PO) invoicing and budget tracking.

Key Responsibilities

Front-of-House, Vendor SIC Registration & Attendance Tracking

• Site Induction Course (SIC) Management: Coordinate and register all incoming vendors, contractors, and visitors for the mandatory Site Induction Course (SIC) before allowing floor access.
• Attendance Tracking: Track and record daily on-site attendance for internal staff, external vendors, and contract service providers.
• Daily Reporting: Compile, update, and distribute accurate daily attendance reports to the site management team to support headcount transparency and emergency evacuation compliance.
• Access Control: Greet visitors, manage the registration kiosk, issue security badges, and route calls or messages to the appropriate site personnel.

Financial & Administrative Backup (Supporting the Facility Coordinator)

• PO Invoicing Assistance: Support the Facility Coordinator by inputting, tracking, and verifying Purchase Orders (POs) and processing vendor invoices.
• Budget Tracker Maintenance: Assist in updating the site’s financial budget tracker to ensure daily operational and soft services expenditures are captured accurately.
• Finance Liaison: Work with the Facility Coordinator and Finance Manager during peak periods or financial year-ends to reconcile invoices and flag discrepancies.

GMP Site Logistics & General Admin

• Visitor Briefings: Ensure non-site visitors receive and understand basic health, safety, and GMP compliance overview documentation prior to site entry.
• Mailroom & Package Distribution: Oversee incoming and outgoing mail, handle courier tracking, sort packages, and manage logistics distribution on-site.
• General Administration: Assist the Assistant Facilities Manager (AFM) and the broader FM team with ad-hoc administrative tasks, data entry, and meeting scheduling.

Job Requirements & Qualifications

• Experience: Minimum 1–2 years of experience in corporate reception, hospitality, or administrative operations. Prior experience in a pharmaceutical, biopharma, or regulated MNC manufacturing environment is highly preferred.
• Administrative Discipline: Ability to accurately track attendance data, compile daily reports, and organize vendor training registration records.
• Financial Literacy: Basic understanding of financial administration, with experience or a strong aptitude for handling invoice matching and data entry into spreadsheets.
• Technical Skills: Proficiency in Microsoft Office, specifically Microsoft Excel for updating budget trackers and attendance logs. Willingness to learn corporate procurement platforms (e.g., SAP, JDE).
• Communication: Exceptional interpersonal, verbal, and written communication skills, with a strong service-oriented mindset.

Location

On-site – Singapore

How to Apply

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!