Office Support and Receptionist

Ziyana Group has an exciting opportunity for a reliable,
organized, professional Office Support and Receptionist to ensure smooth office
coordination. As our Office Support and Receptionist, you'll provide day-to-day
coordination support to our departments and accurately maintain records,
supporting Group CEO and Executives, coordinating events and culture activities
and documentation. This is an entry-level role, perfect for someone with a
solid grounding in general office support and receptionist.
Duties and Responsibilities:

Reception &
Front-Office Management:

· Serve as the first point of contact for clients, visitors, partners, and
internal stakeholders.

· Manage reception duties including answering calls, managing the
switchboard, and handling queries professionally.

· Maintain the reception area and boardrooms to Ziyana’s brand and
hospitality standards.

· Welcome guests, manage sign-ins, and offer refreshments.

· Coordinate courier services, deliveries, and incoming mail.

Office Administration & Coordination:

· Oversee office cleanliness, supplies, stationery, and stock levels.

· Liaise with suppliers, service providers, and building management as
required.

· Assist with meeting room scheduling, set-up, and preparation.

· Support travel logistics, bookings, and petty cash processing.

· Support with internal communication notices, document scanning,
printing, and filing.

Management Team Administrative Support:

· Provide general admin support to all department heads (L&D,
Recruitment, Finance, Technology).

· Assist in coordinating meetings, preparing agendas, capturing minutes,
and following up on action items.

· Support in compiling reports, presentations, and documentation.

· Assist with data entry, tracking of tasks, and updating departmental
logs or shared folders.

PA Duties & Executive Support

· Manage and coordinate the Group CEO’s calendar, appointments, travel,
and engagements.

· Prepare meeting packs, briefing notes, and daily schedules for the CEO.

· Track deadlines, follow up on outstanding items, and ensure executive
tasks are actioned.

· Maintain confidentiality at all times regarding business, client, and
personal matters.

· Assist in event coordination, stakeholder management, and CEO brand
support activities.

· Support the CEO with personal tasks when appropriate (e.g., ordering
items, booking meetings, reminders).

Reception & Front-Office Management:

· Uphold professionalism and represent the Ziyana Group brand to all
visitors.

· Support internal culture activities, events, and staff engagements.

· Maintain good relationships across departments and demonstrate excellent
people skills.

· Champion Ziyana Group values

Requirements

- Diploma/Degree
in Office Administration, Business Administration, HR, Communications, or
related field.
- 0
– 1 year experience
- Strong
communication (verbal & written) and interpersonal skills.
- Computer
literate (Microsoft Office; Zoho experience is an advantage).
- Professional,
well-groomed, organised, and reliable.
- High
discretion and integrity.
- Office
administration.
- Reception
& customer service.
- Business
communication.
- Data
entry & filing.
- Calendar
and scheduling management.
- Time
management and prioritisation.
- Document
management (digital & physical).
- Professionalism,
humility, and emotional intelligence.
- Proactiveness
and willingness to learn.
- Detail-orientation
and accuracy.
- Discretion
and confidentiality.
- Problem-solving
and initiative.
- Adaptability
and multitasking.
- Accountability
and follow-through.
- Warm,
approachable, and service-oriented.
- Confident
but grounded.
- Resilient
and able to work under pressure.
- Strong
organisational instincts.
- High
personal standards and self-presentation.