Receptionist/Facilities Admin

Job Summary:

1. Receptionists must be smartly attired to project Client’s Corporate image.
2. Answer all incoming telephone calls and ensure that all messages are directed to the right recipients.
3. Perform reception service in an efficient, professional and courteous manner.
4. Greet, receive, inform and guide on-site visitors arriving at the main reception desk.
5. Telephone directory management.
6. Maintain a visitors/participants log in and sign-out.
7. Arrange the host to receive their visitors.
8. Security administration – card access, visitor log etc.
9. Provide administrative support such as photocopying, faxing, providing Wi-Fi codes, etc. to all visitors, guests, participants and trainers.
10. Maintain and update records of all manuals and records of office assets.
11. Contribute to achieving strong customer relationships by focusing on responsiveness and communication as well as on meeting and exceeding customer’s expectations.
12. Mail Service - Receive mail from Singapore Post, courier services which will then need to be sorted for the occupants.
13. Ensure the cleanliness and upkeep of the area/lounge to reflect the Client’s Corporate image; if necessary, call the cleaning services.
14. Meeting room management – support meeting room bookings, replenish supplies (drinks, snacks etc.).
15. Handle Help Desk on all user requests.
16. Collaborate with HR on onboarding and offboarding processes, including the preparation of welcome kits, business cards, and workstation assignments.
17. Manage the procurement and inventory of welcome kit supplies to ensure timely availability.
18. Support event planning and coordination, including decorations, setup, and logistics for corporate events, local holiday celebrations, and employee engagement activities.
19. Facilitate special arrangements, such as newborn gifts and wreath flower deliveries, in line with company policies and cultural practices.
20. Assist with emergency evacuation procedures and support either as fire warden or fire sweeper in the event of an evacuation.
21. Site contact and oversee and/or coordinate maintenance/repair works assignments by technicians and vendors as required.
22. Support Client’s Event Management team with meeting room reservation and arrangements. Daily equipment check in conjunction with meeting room support.

Key Result Areas:

1. Prioritize tasks so that the most important work gets accomplished.
2. Ensure that the highest standards of hospitality and welcome are demonstrated at all times on front desk.
3. Demonstrate that they can multi-task effectively, be enthusiastic and positive in their nature and have an excellent telephone manner.