Client Services & Administrative Assistant

Position Overview

The Client Services & Administrative Assistant will be stationed at the front desk as the first point of contact for visitors and callers, while also providing administrative and data support to the team. The role combines professional client reception, enquiry handling, accurate record-keeping, and day-to-day office support.

Key Responsibilities

Front Desk & Client Services

• Welcome and attend to clients, visitors, and vendors at the front desk in a professional and friendly manner
• Answer, screen, and route phone calls and online enquiries to the appropriate team members
• Provide basic information on company services and direct clients to the relevant person or department
• Maintain a clean, organised, and presentable front desk and reception area at all times
• Keep an accurate visitor log and manage access control according to company procedures
• Liaise with riders, dispatch, and vendors for pickups and deliveries, ensuring proper logging and sign-off
• Log and escalate front-desk-related incidents (network, phones, client complaints, equipment issues)

Data Entry & Records

• Capture details of walk-in clients, calls, and enquiries in the approved log (Excel/Sheets or CRM) daily
• Update client, property, and inspection records as directed by Operations, Sales, or Property Management
• Help maintain checklists for client and property documentation, ensuring required documents are recorded and filed
• Assist with preparing simple daily/weekly summaries (e.g. enquiries, visits, inspections) for review
• Document and maintain accurate income and expenditure logs and generate periodic reports

Administrative Support

• Handle incoming and outgoing correspondence (emails, letters, packages, dispatch items) and route promptly
• Scan, print, and file documents using agreed naming conventions and filing systems
• Support preparation of basic documents as needed