Job Descriptions:

Reporting to Facilities Manager, you will be responsible for providing reception functions and assisting in various office administration and maintenance duties which includes the following:

Reception Services:
● Visitors and guests reception, greetings and providing refreshments.
● Ensure telephone calls are answered within 3 rings in a courteous manner with proper greetings to callers.
● Ensure all conference rooms are clean and tidy and the hospitality area is manned all the time.
● Ensure knowledge of staff movements, in and out of organization…etc.
● Filling up of the daily/weekly/bi-monthly checklist.
Functional Duty
i. General Office Administration
● Take and relay messages.
● General administrative and clerical support as required.
● Prepare Purchase Order (PO) using with the system.
● Received and sort mail and deliveries.
● Conference room bookings and setting up room for meetings.
● Travel & hotel booking for internal & external client.
● Maintain conference room calendar.
● Tidy and maintain hospitality area.
● Office and pantry supplies ordering and inventory control.
● Update Telephone List, data entry, filing and record updating in visitors, packages , mails received or other office administration related subject
ii. Customer Service
● Handles all complaints and inquiries in a courteous and efficient manner.
● Feedbacks of complaints to Facilities Manager and/or relevant team members promptly.
● Answer telephone, screen and direct calls.
● Provide information to callers.
● Greeting of visitors.
● Direct visitors to correct destination.
● Deals with queries from public, customers, staff and visitors.
● Certification of payments. Unless get approval from the department.
iii. Other Duties
● Attend and contributes to all training sessions, including cross training in other related job functions and meetings as required.
● Contribute to the company/ client’s Energy Saving efforts.
● Follow up on various special projects as assigned.
● To carry out any other reasonable duties and responsibilities as assigned.
Add on Services
● Ordering Mobile for the user and do the activation.
● Ordering headsets for new/old user.
● Name cards ordering.
● In any case if there is faulty in any equipment like pantry coffee machine, phone system, alarm system, etc. needs to contact service providers to check it out.
● Preparing drinks for guests and visitors.
● Activation of access card.
● Arrange vendors for regular & add-hoc facilities maintenance services.

Job Requirements:
● Minimum 2 years relevant working experience
● Excellent telephone manner, good communication and interpersonal skills
● Mature and accountable
● Well groom and in proper attire
● Good organisation and prioritization skills, detailed-minded
● Self-motivated and able to work with minimal supervision
● Excellent command of spoken English, Mandarin
● Knowledge of MS Office ( Excel, Words, PowerPoint)
● Flexible to work beyond regular office hours for office maintenance if required