Job Description

Role Overview

We are seeking a proactive and organized individual to serve as the first point of contact for our officewhile supporting day-to-day administrative operations. This is a multi-faceted role combiningfront-desk reception, calendar and schedule management, paperwork handling, and vendor andpayment coordination.

Key Responsibilities

Reception

• Greet and attend to visitors, clients, and guests professionally
• Manage incoming calls, emails, and correspondence, routing them appropriately
• Maintain a tidy, welcoming reception and common areas
• Handle incoming and outgoing mail, couriers, and deliveries
• Manage meeting room bookings and visitor logs

Calendar & Schedule Management

• Maintain and coordinate calendars, appointments, and meetings for management and teams
• Schedule meetings and confirm availability with all relevant parties
• Send reminders and resolve scheduling conflicts proactively
• Arrange travel, accommodation, and logistics as needed

Administration & Paperwork

• Prepare, file, and maintain documents, records, and reports (physical and digital)
• Handle data entry and keep records accurate and up to date
• Manage office supplies, inventory, and stock replenishment
• Liaise and contract with vendors and service providers — obtain quotes, negotiate terms, and

finalize agreements

• Manage vendor payments, track invoices, and follow up on dues and renewals
• Support expense tracking and basic bookkeeping coordination
• Ensure proper documentation and timely follow-up on all pending paperwork

Requirements

• Diploma or equivalent; prior experience in a similar role preferred
• Strong communication and interpersonal skills
• Proficiency in MS Office (Word, Excel, Outlook) and calendar tools
• Excellent organizational and multitasking abilities
• Professional, presentable, and dependable
• Ability to handle confidential information with discretion

Desirable

• Experience managing vendors and payments
• Fluency in English and Sinhala
• Knowledge of Hindi is an added advantage

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