Personal Assistant/Receptionist

Job Summary

Our client is seeking a highly organized and professional Personal Assistant / Receptionist to support senior management while serving as the first point of contact for clients and visitors. The role combines administrative, front-office, and client communication responsibilities, while supporting client liaison and coordination activities across the business

This position is ideal for a proactive individual who is confident in communication, detail-oriented, and comfortable handling multiple responsibilities in a fast-paced distribution environment.

Job Description

• Personal Assistant & Administrative Support
• Provide day-to-day administrative and secretarial support to senior management.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, and meeting minutes.
• Maintain organized filing systems (physical and electronic).
• Handle confidential information with professionalism and discretion.
• Serve as the first point of contact for visitors, clients, and callers.
• Answer and direct phone calls, emails, and walk-in inquiries professionally.
• Manage incoming and outgoing mail and deliveries.
• Maintain a neat and professional reception and office environment.
• Client Communication & Accounts Follow-Up
• Communicate with clients regarding orders, deliveries, and general inquiries.
• Send payment reminders to clients for invoices that are due or overdue, in coordination with the accounts team.
• Follow up with clients via phone, email, or messaging platforms to ensure timely payments.
• Maintain accurate records of client communications and follow-ups.
• Escalate unresolved payment issues to management as required.
• Coordinate with internal teams such as sales, logistics, and accounts.
• Assist with basic procurement and office supplies management.
• Support ad-hoc administrative tasks as required.

Job Requirements

• Diploma or Bachelor’s degree in Business Administration, Secretarial Studies, Office Management, or a related field.
• Minimum of 2–4 years’ experience in a similar PA, receptionist, or administrative role.
• Experience in a distribution, trading, or commercial environment is an added advantage.
• Prior exposure to client follow-ups or accounts-related communication is desirable.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with a professional and courteous manner.
• High level of organization and attention to detail.
• Ability to handle sensitive client and financial information discreetly.
• Proficiency in MS Office (Word, Excel, Outlook).
• Ability to multitask, prioritize work, and meet deadlines.
• Confidence in speaking with clients regarding payments in a polite but firm manner.
• Reliable, proactive, and self-motivated.
• Well-presented and professional at all times
• Calm under pressure with strong problem-solving skills.
• Team-oriented with a positive attitude.