Office Receptionist (Onsite | Third-Party Payroll)

Position Summary

The Office Receptionist serves as the first point of contact for employees, guests, and vendors at the onsite office location. This role supports daily front-desk, office operations, and administrative activities to help ensure smooth day-to-day operations.

This position is employed through a third-party payroll provider and assigned to work onsite at the company’s office. Payroll, benefits, and employment administration are managed by the third-party employer.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced office environment.

Key Responsibilities

Front Desk & Visitor Management

• Greeting and assist visitors, candidates, and vendors in a professional and courteous manner
• Manage visitor sign-in, issue badges, and coordinate meeting room access
• Answer and route incoming calls, emails, and general inquiries

Office Operations & Facility Support

• Monitor and help maintain office cleanliness, organization, and safety standards
• Coordinate with building management, maintenance teams, and service providers for facility-related needs
• Assist with scheduling repairs, cleaning services, and building access requests
• Support upkeep of meeting rooms, common areas, and shared office equipment (e.g., printers, copiers)

Purchasing, Inventory & Supplies

• Manage ordering and inventory of office supplies, kitchen items, snacks, and beverages
• Conduct regular inventory checks to ensure adequate stock levels
• Coordinate with vendors on orders, deliveries, and issue resolution

Administrative & Business Support

Submit invoices, vendor bills, and expense documentation for processing

• Provide administrative support for employee travel requests and documentation
• Assist with onboarding coordination, including preparing workspaces, equipment, and welcome materials
• Serve as a general administrative support resource for onsite office needs

Events & Onsite Support

• Provide onsite support for meetings, workshops, company events, and visiting staff
• Coordinate catering, room setup, materials, and logistics
• Support planning for small celebrations, holiday events, and team activities

Mail, Shipping & Logistics

• Manage incoming and outgoing mail, packages, and courier services
• Coordinate shipments, returns, and other logistics requests

Qualifications

• 1–3 years of experience in office administration, receptionist, or similar roles
• Bilingual preferred (English and Chinese) to support communication with vendors and stakeholders
• Strong organizational skills with high attention to detail
• Excellent interpersonal and communication skills
• Ability to multitask and remain composed in a dynamic office environment
• Reliable, proactive, and able to work independently