Front Office Receptionist
Your tasks
To manage the client Reception desk in a very professional and efficient manner, delivering utmost customer service and perfectly in line with Service Level Agreements
- Ensure the Reception is covered without fail during working hours (8.30AM to 5.30PM) with minimal breaks for lunch, refreshments etc
- Manage daily front office and administrative activities such as handling of incoming calls, emails, visitors, and general inquiries.
- Make sure the visitors are directed to respective departments, after proper review of their information and requirements including visitor induction (maintaining integrity).
- Be very polite, helpful and cooperative with client staff, visitors and contractors.
- Act as a Helpdesk for staff complaints and inform Facilities Manager (FM) without fail
- Assist staff in preparing new office access, Landlord access & parking cards and other as desired from time to time
- Coordinate meetings, appointments, and site visits.
- Maintain proper filing and documentation including FM monthly report.
- Follow up on quotations, internal approvals, and PO issuance.
- Process Purchase Order (PO) requests for consumable materials and FM-related materials, services, and maintenance works.
- Verify delivered materials and completed services to the FM and process GRNs.
- Prepare work Orders in FM portal as per guidance of FM.
- Manage incoming and outgoing DHL shipments and courier arrangements.
- Prepare and maintain shipment records and tracking details.
- Manage daily mailroom operations and incoming and outgoing correspondence.
- Support internal mail and document distribution to the respective departments and employees.
- Maintain records of assigned cards and cardholders (company-issued Citi bank cards).
- Coordinate with Landlord for any maintenance requests in absence of FM or under FM guidance
- Flexible in working hours during the vacation duration of your counterpart in reception
- Totally abide by all company policies; and local regulations and laws, wherever applicable
- Contractor monitoring and maintaining all related EHS documents.
- Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training
- Follow required emergency prevention and operational controls
- Report all accidents, occupational illnesses and emergencies
Requirements
- Any Degree/ Diploma
- Excellent communication skill
- Email communication skills
- Subcontractor management Knowledge
- Basic knowledge in MS Office
- Basic knowledge in HSE
- Minimum 3 – 5 years’ experience in FM administration