Receptionist

Main Purpose

The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.

To provide a concierge image of:

• •Being helpful and approachable to our guests and internal staff
• •To focus and to provide the very best in “guest service”
• •Reception Areas must always be in a “clean and neat” environment

Key Responsibilities

• •Attend to phone calls and transferring them to the appropriate person or department. Taking messages and forwarding them to the appropriate person, if needed
• •Demonstrate keen awareness and initiative at the reception area, identifying needs early and ensuring efficient, friendly and professional service
• •Manage all mail and courier activities, including letterbox collection, distribution and documentation
• •Regular updates of the telephone directory
• •Knowledgeable in operating procedures for coffee machines, kitchen appliances and meeting room equipment
• •Manage all booking arrangement for meetings and video conferences dial in setup
• •Respond to requests for changing of lighting tubes, air-conditioning, toilet malfunctioning, etc and liaise with building maintenance team to service the requests
• •Attend to guests and serving of beverages and meals
• •Ordering and collection of food for Breakfast/Lunch meetings and Board meetings
• •Setting up tables and chairs for meal service
• •May be asked to work on some weekend for events and meetings
• •Assist with catering orders for events and meetings
• •Manage and maintain accurate inventory records for dining and pantry items, including cutlery, glassware, serving wares, other pantry supplies and stationery for meeting rooms
• •Observe and respond proactively to visitor flow, meeting room usage, and office activities

Knowledge, Skills and Abilities

• •Minimum 3 years of relevant experience
• •Ability to communicate effectively with team members to ensure smooth daily operations
• •Ability to work in diverse environment
• •Understand the necessity for confidentiality
• •Motivated, Enthusiastic, Organised and Able to Multitask
• •Relevant experience with good telephone etiquette
• •Demonstrate punctuality, reliability, and good teamwork
• •Diploma and above