To provide reception and administrative support ensuring the smooth operation of the office and maintaining a welcoming & engaging environment for colleagues and visitors.
Front Desk Management and Customer Service:
Greet and welcome colleagues and visitors in a professional manner.
Respond to inquiries and provide information to colleagues and visitors.
Answer and direct phone calls to appropriate personnel.
Manage incoming and outgoing mail and packages.
Open & Close office check:
Ensure all meeting rooms are maintained in good condition.
Reporting defects and arrange maintenance with property support teams.
Liaise with the Office Experience Assistant and facility management vendors to ensure smooth daily operations.
Administration support:
Manage meeting room bookings and assist with meeting coordination and hospitality support.
Update and distribute the monthly telephone directory.
Ensure timely invoicing and maintain a trackable filing system for annual budget planning.
Office Coordination:
Responsible for regular ordering of office supplies, consolidating general office and departmental stationery orders.
Performs other responsibilities and duties periodically as assigned by supervisor to meet operational requirements.
People & Culture engagement initiatives support:
Support office events, such as festivals and seasonal celebrations.
Support individual departmental functions involving office facilities and meeting rooms.
Proactively collect and report feedback from colleagues and visitors, addressing concerns as needed.
Act as an ambassador by providing a positive and energetic working environment.
Communication Requirements:
Communicates with internal colleagues:
Foster a collaborative environment by encouraging open dialogue and feedback.
Regularly participate in team meetings to ensure alignment and address any concerns.
Communicates with external vendors:
Spend approximately 40% of time communicating with external vendors and visitors.
Ensure clear message delivery and effective vendor support arrangements.
Demonstrate resilience and proactively update and coordinate with vendors.
Build and maintain strong relationships with vendors to enhance collaboration.
Monitor vendor performance and provide feedback to ensure service quality.
Job Requirements:
Education – High school diploma or equivalent; additional qualifications in office administration are a plus.
Experience – Proven experience as a receptionist or in a similar administrative role.
Proficient in MS Office Suite (Word, Excel, Outlook).
Strong organizational and multitasking skills.
Excellent communication and interpersonal abilities.
Ability to maintain confidentiality and handle sensitive information.
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