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About the Role:
The Receptionist is a customer-oriented, polished and organized individual who will maintain high standards of service and hospitality. He/she will be responsible for handling front office reception, receiving customers and visitors, managing internal and external calls and provide administration support for facilities related tasks and services.
Key Responsibilities:
- Ensure visitors and customers are welcomed properly and signed in/out
- Manage incoming calls and all queries are dealt with in a timely and efficient manner
- Screen and route calls to correct parties
- Retrieve and distribute mail from mailbox
- Sort, record and distribute registered & internal mails received from courier
- Set up meeting rooms for customer and client meetings/events
- Assist in booking conference rooms
- Keep reception lobby clean and presentable at all times
- Issue, retrieve and track visitor/temp access cards
- Arrange taxi for visitors and overseas employees when needed
- Work with building management and cleaning vendor for upkeep of site (e.g. toilet cleanliness, replenish pantry supplies/toiletries, etc.)
- Report any maintenance and security issues immediately to Facilities Coordinator/Manager
- Process season parking requests and regularly update in the system
- Create facilities related purchase orders and GRN invoices for payment
- Inventory and ordering of pantry and stationery consumables
- Responsible for key management – issuing keys and keeping accurate records
- Maintain and update user requests and facility breakdowns record
- Maintain proper record and files
- Perform other duties as assigned
Person Specification:
Qualifications, Skills and Experience:
- Minimum Diploma level
- Relevant front office internship in a corporate or hotel environment is preferred
- Excellent verbal and written communication skills as the candidate would need to interact with senior level executives
- Proficient in Microsoft Office (Outlook, Excel, Word)
- Experience in using SAP is preferred
Competencies Required:
- Excellent communication and presentation skills – must be able to represent the company in a professional and positive way
- Good organisation and time management skills
- Team player
- Able to work independently and proactively with a customer service orientation
- Completes assigned tasks accurately and on time