Receptionist

Job Responsibilities

• Operate corporate telephone and standard office equipment, direct calls accordingly to ensure employees receive calls in a timely manner.
• Welcome and direct visitors to the appropriate person and ensure that guests are greeted in a prompt and courteous manner to portray a professional image.
• Manage the company's service email account and ensure that all emails are actioned within the required timeframe to the concerned department.
• Manage office supplies by maintaining and conducting stock inventory, coordinating with the procurement department to ensure the availability of office stationery.
• Maintain up-to-date records of the company's bills (shipments, travel, and hotel bookings, etc.), process related invoices in a timely manner, and monitor and document payments to avoid disruption of services.
• Lead the renewal process of all administration management contracts (e.g., Office service/supplies Contracts, AC, Fire Fighting System and Waste Management Contracts, newspaper subscription, etc.) and ensure that all contracts are approved by the Legal Department and renewed on time.
• Facilitate foreign visa applications for employees and company guests for officially approved business travels.
• Function as the Company's First Aid Box custodian, keep record and replenish first-aid supplies as required.
• Update and maintain accurate office seating plans to ensure sufficient office seating is available and highlight in advance potential seating conflicts.
• Manage courier services to ensure timely inbound and outbound courier requirements are met.
• Supervise clerical support activities as required by departments including booking meeting rooms, photocopying, scanning, printing, binding, etc. Train, mentor, and develop office attendants to provide clerical services.
• Carry out other duties as assigned by the Admin and Legal Department.

Requirements

• Bachelor's Degree in Business Administration or a similar field.
• 2 years relevant experience in managing the front desk and administration.
• Knowledge of Microsoft Office Applications (Word, PowerPoint, and Excel).
• Communication Skills: Ability to successfully communicate with internal personnel and office visitors and callers, so strong written and verbal communication skills in English language are key.
• Interpersonal Skills and Customer-Service Skills: Ability to address customer needs and foster a positive experience.
• Organization Skills: Ability to be highly organized and able to manage schedules, appointments, and meetings for personnel throughout the office.
• Multitasking and Prioritizing Tasks: This role involves frequently switching between duties and responsibilities, thus ability to successfully multitask and set priorities.
• Problem-Solving Skills: Ability to use problem-solving skills to resolve client issues, manage office and meeting space, and balance conflicting employee needs.