JOB SUMMARY
Provides reception and guest services, mail services, phone, meeting rooms and location services including administrative support to a department or office location.
ESSENTIAL DUTIES AND RESPONSIBILITIES
l Receives and directs incoming calls to appropriate personnel and voicemail.
l Greets and announces clients, applicants, and visitors. Follows security procedures for recording guests, suppliers, and other visitors. Arranges escorts as needed. Issues visitor passes and validates parking.
l Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.
l Support Venue Setup for Event, conference, catering support
l Performs general clerical duties associated with distributing office faxes, packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight, and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
l Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight, and shipping supplies etc.
l Maintains neat appearance reception area, conference rooms, café, and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
l Maintains records and logs of service requests and tracks their status.
l Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
l Collection, activating and distribution of Employee Badge (ID card) / Business card, Lanyards.
l On/Off-boarding support (Support venue setup if any, collect item and etc.)
l Report office defects to admin/REF team
l Necessary RTO (Return To Office) support
l Collect and record gifts relinquishment from employees.
l Another receptionist / admin supports based on situation.
l Other duties of facility coordinator may be assigned.
QUALIFICATIONS
l HS Diploma or GED required.
l Avg 2-4 years in overall experience. Prior Front Desk, Concierge, customer service or other hospitality experience preferred
l Working experience at Multinational Company preferred
l Business level of English capability is must (i.e. email, conference call, dialogue).
l Must be proactive, friendly, service oriented and organized personnel
l Emergency response and attendance are required in the event of an urgent problem in the office.
l Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
COMMUNICATION SKILLS
l Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
l Ability to write routine reports and correspondence.
l Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
FINANCIAL KNOWLEDGE
l Ability to calculate simple figures such as percentages.
REASONING ABILITY
l Ability to understand and carry out general instructions in standard situations.
l Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
l Intermediate skills with Microsoft Office Suite.
l Ability to work flexible work schedules based on office needs.
SCOPE OF RESPONSIBILITY
l Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.