Job Description

Responsibilities

Take ownership over the reception area and conference rooms and create a positive, welcoming impression when greeting visitors, callers and staff. Make & serve refreshments to visitors and keep the reception area clean and tidy.

Answer the mainline telephone and relay messages. Ensure that all messages, calls, deliveries are forwarded on promptly, accurately and with the appropriate amount of detail.

Manage booking of conference rooms and ensures that the rooms are tidy and orderly for meetings and that any needed equipment are in place for meetings.

Arrange teleconference calls, video conferences, in-office meetings and ensure the conference rooms are properly set-up prior to the meetings.

Organize, manage and coordinate courier service (both local and overseas).

Receive deliveries and routes them appropriately.

Update office contact list details.

Work with the Office Assistant to ensure that orders for lunches/refreshments for meetings and events are placed and delivered.

Monitor visitor access and maintain security awareness at all times.

Communicate effectively and promptly with the building management office on repairs and maintenance issues and booking of after office hours aircon.

Ensure and provide support/assistance towards workplace safety and well being.

Work with Office Assistant to monitor office/ pantry supplies and arrange for orders.

Oversee and maintain office equipment for uninterrupted function, identify and fulfil office supply needs, maintain, and manage vendors and coordinate food delivery as needed.

Perform other duties as requested from time to time.

Ad-hoc

Mail - daily mail collection and distribution in the absence of the Office Assistant

Errands - fruit supplier; post office; bank; stationery supplier etc in the absence of the Office Assistant

BD event admin - preparation of name tags, etc.

Printing and/or binding - assist the BD Team with the printing, collating and/or binding of documents for presentations; conferences; DB events etc.

Visiting staff - assist with hotel reservations and sending walking directions from hotel to office; room allocation in office; provide clerical support with printing/copying/scanning, booking of restaurants and taxis etc.

Assist in the co-ordination of the building fire drill exercises.

Requirements

Minimum of two to three years' of working experience in a similar role.

Excellent Microsoft Office skills (PowerPoint, Excel, Word, Filesite or other document management system).

Strong English communication skills (both written and verbal).

Excellent organizational skills.

Professional mannerism.

Team player.

Excellent verbal and written communication skills and careful attention to detail.

Ability and willingness to occasionally work outside normal working hours/days when requested.