Admin & Receptionist

Job Title: Front Desk & Administrative Coordinator

Key Responsibilities

• Welcome clients, visitors, and guests in a professional and friendly manner, ensuring a positive first impression
• Coordinate visitor access, notify relevant staff, and maintain accurate visitor records in line with company procedures
• Manage incoming calls by screening, directing, and responding appropriately, while maintaining the office communication system
• Ensure the reception and common areas are organized, presentable, and well-maintained at all times
• Oversee office supplies and equipment, including monitoring inventory levels and coordinating replenishment
• Handle incoming and outgoing correspondence, including mail, courier services, and internal distribution
• Provide day-to-day administrative support such as document preparation, filing, data entry, and system updates (e.g. ERP systems)
• Coordinate travel arrangements, including flights, accommodation, and transportation as required
• Support internal teams (operations, product lines, HR) with administrative coordination and documentation
• Manage meeting room bookings and maintain internal scheduling systems
• Maintain and update internal contact directories
• Track employee training records and prepare submissions to relevant regulatory authorities as required
• Administer office access control, including issuing and tracking access cards for employees and visitors
• Support onboarding processes by preparing staff IDs and assisting with attendance reporting
• Assist with internal communications across different locations
• Provide administrative support to HR and shared services functions as needed
• Contribute to a collaborative team environment and support ad hoc tasks or projects when required

Qualifications

• Bachelor’s degree in Business Administration or a related field
• Good command of English, both written and spoken
• Strong computer skills, particularly in Microsoft Office applications
• Professional demeanor with strong interpersonal and customer service skills

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.