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.

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

• 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.