Receptionist

Role And Responsibilities

Overall Role

The Receptionist will assist the Soft Service Lead with receptionist and administrative services to the on-site team.

Major Responsibilities

Client/Stakeholder Management

• Provide superior customer service to meet on-site client's expectations
  
  

Site Operations Management

• Responsible for handling incoming and outgoing calls including distribution of any messages.
• Receive, inform and guide visitors including co-ordination with Client employees.
• Responsible for management, maintenance and upkeep of the front office/ reception area – clean and presentable at all times
• Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team
• Maintain conference room booking schedules to maximize efficient use of space
• Receive and dispatch couriered items
• Participate as a key team member in responses to emergency situations
• Co-ordinate and assist Client with local office events
• Consolidate information & generate reports, letters, communications & documents as required by management
• Raise Purchase Orders (POs) to the vendors/suppliers upon receiving approval from the client, ensure POs are issued and received by the vendors timely with proper records and documentation.
• Manage small purchase items and stock requirements including the co-ordination of goods delivery & payment.
• Other duties as reasonably directed by the Reporting Manager or Senior Account Management
• Achieve Key Performance Indicators and Service Level Agreement targets
  
  

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• ITE certification in Business Administration/ Commerce/Finance or admin
• 1 to 2 years working experience
• Strong PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.
  
  

Critical Competencies for Success

Firm First Mind-set

• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm's procedures and standards
  
  

Client Focus & Relationship Management

• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Has a customer-oriented attitude
  
  

Other Personal Characteristics

• Pleasant Disposition
• Sound inter-personal skills /team player with client facing capabilities.
• Self-starter with Can do attitude.
• Enthusiasm and willingness to learn/take responsibility
• Good written & oral communication skills
• Well –organised with the ability to co-ordinate, prioritise and manage under pressure
  
  

KEY STAKEHOLDERS

• Client staff
• Specialized vendor staff
  
  

REPORTING TO

• Soft Service Lead