[北京]万宝盛华人力资源(中国)有限公司

Job Title:

Receptionist cum Facilities Coordinator

Segment:

Leveraged Infrastructure

Business Unit:

Leveraged Facilities

Reporting to:

Nelson Lim

Location:

Beijing Office, China

Compensation and Benefits:

Requested by:

Nelson Lim

Date of Request:

2 January 2018

HR Business Partner:

TBA

Approved Channels of Sourcing:

New or Replacement:

Replacement

Job Description:

Job Overview:

To be the first point of contact for the company. To ensure the office runs smoothly at all times and that all facilities and office admin needs are being met.

To present a professional, friendly and helpful attitude towards visitors, clients and employees.

Business Overview:

Duties and Responsibilities:

Time Spent %

Reception

• Meet and greet all customer / clients that visit the office
• Offer tea / coffee on arrival
• Manage visitors register book
• Answering of phone calls promptly and in a professional manner, taking down of messages and passing them on to the right person
• Ensure meeting rooms and visitor area are tidy at all times
• Collect / post / sort / distribute mail on a daily basis
• Organise and cater morning tea / lunches / drinks for meetings as required by staff

Administration

• Bookings – Iron Mountain (records archival service provider) Couriers, TNT, FedEx, and Mail
• Book, coordinate and manage (via outlook calendars) meetings and logistics for client meetings including boardroom / meeting room preparation
• Prepare staff anniversary certificate and birthday list for the monthly morning teas
• Ensure all Facilities related SOPs are updated on a timely basis

Office Support

·        
Maintaining the cleanliness of the office and kitchen areas

o  
Kitchen duties:

§ 
Ensure that cleaning company has done cleaning according to cleaning scope as agreed (checklist is provided)

§ 
Pack and unpack dishwasher daily

§ 
Ensure tea, coffee, sugar are stocked daily

§ 
Conduct mini fridge clean weekly – wipe down and throw away stale food (notify staff prior to starting)

§ 
Pack away fruit into fruit bowl

§ 
Ensure biscuits are provided daily for staff

o  
Keep an inventory of office supplies (e.g. toner cartridges, stationary) including kitchen items (e.g. milk, fruit, biscuits, etc.)

o  
Order office supplies as required

o  
Set up system for security passes for office (visitor passes, lost passes, temporary passes etc.)

o  
Organise business card / set up for new starters

o  
Stock up printers daily with paper

o  
Purchasing of goods for events as required

o  
Will be a designated Fire Warden for the front office

o  
Liaise and coordinate with office service providers as required (e.g. cleaners / confidential waste management)

Accounts

·        
Scanning invoices to Finance for processing

·        
Filing of invoices for audit requirement

NB: This job description is a guide to the role and is not intended, and should not be construed, to be an exhaustive listing of all responsibilities, skills or efforts associated with this job

Development Value:

• Office services and procurement administration

Person Specification:

Knowledge/Experience:

Essential Experience Required;

• Previous office administration/reception experience required.
• Excellent telephone manner, with good people/customer services skills.

Desirable Experience Required;

• Accounts experience
• Events coordination

Skills:

Essential Skills Required;

• Microsoft office skills.
• Ability to prioritise and organise
• Ability to work to deadlines and multi task
• Customer services skills
• Good spoken and written communication skills

Qualifications (desirable):

• Bachelor degree and/or
• Office / Administration related qualification

Competencies:

·        
To be able to work autonomously / independently and as part of a team

·        
Is self-motivated, proactive and shows initiative

·        
Organised and efficient