Ad Terra is a Swiss-based geoscience & engineering consulting firm and renewable energy operator striving to unlock Earth's boundless energy potential responsibly.
Position Summary
We are seeking a dynamic and experienced Receptionist/Office Assistant for our newly opened office in Kuala Lumpur, Malaysia. The ideal candidate will be friendly, organised, and serve as the first point of contact for our office. They will provide comprehensive administrative support across the local office. We are looking for someone who is hands-on, detail-oriented, and possesses excellent interpersonal skills to foster a positive work environment and support the growth of our local office.
Responsibilities
Greet and welcome visitors, answer and direct phone calls, sort and distribute incoming mail and packages, and prepare outgoing mail.
Make travel arrangements for staff and business, including booking flights, hotels, and transportation.
Assist with various administrative tasks such as filing, data entry, and managing correspondence.
Coordinate and schedule appointments and events, ensuring all logistics are handled smoothly.
Assist in preparing for meetings, including setting up conference rooms, arranging refreshments, and preparing necessary documents.
Organise and maintain files and records, both physical and digital, ensuring they are easily accessible.
Monitor and manage office supplies inventory, placing orders as needed to ensure the office is well-stocked.
Maintain office equipment such as copiers, printers, and fax machines, ensuring they are in good working order.
Handle basic accounting tasks such as processing invoices, expense reports, and petty cash.
Knowledge, Skills, Experience and Attributes
Proven experience as a Receptionist and Office Assistant or in another relevant administrative role.
Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
Excellent time management skills and the ability to prioritise work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organisational skills with the ability to multi-task.
High School degree; additional qualification as an Administrative Assistant or Secretary will be a plus.
Working Conditions
Permanent, full-time position.
Friday morning off, Friday afternoon work from home, 40h workweek.
Competitive salary, medical and transportation allowance.
Modern office located in the centre of Kuala Lumpur (KLCC).
Thank you for considering joining our team. We look forward to reviewing your application! To apply, please submit your CV and a cover letter outlining your relevant experience to the form below.
Application Form
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