Front Office Receptionist

Job Purpose: 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 Key Tasks:

• 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 Education
• Any Degree/ Diploma Skills
• Excellent communication skill
• Email communication skills
• Subcontractor management Knowledge
• Basic knowledge in MS Office
• Basic knowledge in HSE Experience
• Minimum 3 – 5 years’ experience in FM administration