Job Description

Company Description

Wood Mackenzie are the global research, analytics, and consultancy business powering the natural resources industry. For 50 years, we have been providing the quality data, analytics, and insights our customers rely on to inspire their decision making.

Our dedicated oil, gas & LNG, power & renewables, chemicals, metals & mining sector teams are located around the world and deliver a variety of projects based on our assessment and valuation of thousands of individual assets, companies, and economic indicators such as market supply, demand, and price trends.

We have over 1,900 employees in 30 locations, serving customers in nearly 80 countries. Together, we inspire and innovate the markets we serve - providing invaluable intelligence to help our customers overcome the toughest challenges, and make strategic decisions that will, ultimately, accelerate the worlds transition to a more sustainable future.



Role Purpose

Wood Mackenzie is looking for an enthusiastic and professional on-site Receptionist to take responsibility for providing an excellent reception, administration, hospitality, and facilities service to our Singapore Office at One Marina Boulevard. You will collaborate closely with the Facility Manager, Office manager, Facilities Team, and Administration Team to deliver on administrative support tasks and hospitality requests alongside your reception duties which involves meet and greet of our valued external visitors.

Main Responsibilities

Greeting Visitors: Welcome and greet all visitors, clients, and employees as they enter the office. Offer assistance, provide directions, and ensure a positive first impression.

Answering Phone Calls: Manage incoming calls on a multi-line phone system. Direct calls to the appropriate person or department, take messages, and provide information when needed.

Appointment Scheduling: Schedule and manage appointments and meetings. Maintain an organized calendar for the office, ensuring efficient use of time.

Managing Reception Area: Keep the reception area clean, organized, and well-maintained. Ensure it represents the company's professional image.

Mail and Package Handling: Receive and distribute incoming mail and packages. Coordinate with courier services for outgoing shipments.

Administrative Support: Provide administrative assistance, including filing, photocopying, company events, Concur expenses, Basware coding for invoices and assisting with various office tasks as requested.

Security and Access Control: Monitor and control access to the office by issuing visitor badges, verifying identities, and ensuring compliance with security policies.

Message Relay: Relay important messages to the appropriate individuals or departments promptly.

Information Dissemination: Provide information about the organization, its products or services, and other inquiries to visitors and callers.

Record Keeping: Maintain and update records, contact lists, and directories. Ensure information is accurate and up to date.

Problem Resolution: Address inquiries, requests, and complaints professionally and resolve them when possible. Escalate issues to the appropriate department or supervisor as needed.

Technology and Equipment: Operate office equipment such as computers, printers, and photocopiers. Be proficient in using office software, including word processing and email.

Appointment Reminders: Send appointment reminders to clients or employees as necessary.

Emergency Procedures: Be familiar with and follow emergency procedures, including fire drills, evacuation protocols, and first-aid response.

Maintaining Supplies: Monitor and reorder office supplies, such as stationery, business cards, and brochures, to ensure the reception area is well-equipped. Working with building MCST on any maintenance issue for the office.

Visitor Registration: Keep a log of visitors, including their names, contact information, and purpose of visit.

Confidentiality: Handle sensitive information and maintain confidentiality regarding visitors and company matters.

Communication: Maintain clear and effective communication with staff, especially when it comes to notifying them of visitor arrivals or important calls.

Team Collaboration: Collaborate with other administrative staff and departments also working closely with Office Manager to ensure smooth office operations.

Customer Service: Maintain a friendly, helpful, and professional demeanour, providing excellent customer service to all individuals who interact with the front desk.

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Qualifications

About You

• Excellent customer service skills and an articulate and professional approach to interacting with people
• Excellent Microsoft Outlook skills, writing emails and effectively maintaining calendar bookings
• Good communication skills both verbal and written
• Be passionate about learning and be committed to developing your career
• Be resilient and able to manage the unexpected when under pressure.

Expectations

Professional Appearance and Demeanour: Receptionists are often the first point of contact for visitors, clients, and employees. Employers expect receptionists to maintain a professional appearance, including appropriate attire, and to project a friendly and welcoming demeanour.

Excellent Communication Skills: Must have strong communication skills, both verbal and written. They should be able to interact effectively with people from various backgrounds, answer phone calls professionally, and convey information clearly.

Customer Service Focus: Providing excellent customer service is a primary expectation. Receptionists should be courteous, helpful, and patient when dealing with inquiries, requests, or complaints.

Organization and Multitasking: Receptionists are often responsible for handling various tasks simultaneously. Employers expect them to be organized, manage their time efficiently, and handle multiple responsibilities effectively.

Problem-Solving Skills: May encounter various issues, such as unexpected visitor arrivals, phone system problems, or scheduling conflicts. Employers expect receptionists to handle such situations calmly and find solutions.

Attention to Detail: Must pay attention to detail when scheduling appointments, handling mail, and maintaining records to ensure accuracy and efficiency.

Tech Proficiency: Proficiency in using office equipment, computer software, and communication systems is essential. Receptionists are expected to be able to operate technology effectively.

Confidentiality: Often have access to sensitive information, so employers expect them to maintain strict confidentiality regarding company matters and visitor information.

Flexibility: Should be adaptable and willing to assist with various tasks as needed, even if they are not part of their standard job description.

Security Awareness: Play a role in maintaining office security. Employers expect them to follow security protocols, monitor access, and ensure a safe environment.

Teamwork: Often collaborate with other administrative staff and departments to ensure office operations run smoothly. Being a team player is important.

Professional Development: Some employers may expect receptionists to participate in training and professional development activities to enhance their skills and knowledge.

Punctuality and Reliability: Being punctual and reliable is crucial for a receptionist since they are responsible for ensuring the front desk is staffed during business hours.

Adherence to Company Policies: Are expected to adhere to company policies and procedures, including those related to safety, security, and customer service.

Continuous Improvement: Should strive for continuous improvement in their role, seeking ways to enhance their efficiency and contribute positively to the organization.

Additional Information

WoodMackenzie is an equal opportunities employer.

We consider all qualified applicants for employment without regard to race, religion, color, national origin, citizenship, sex, gender identity and/or expression, sexual orientation, veterans status, age or disability.

https://www.woodmac.com/careers/jobs/

Unsolicited resumes sent to WoodMackenzie, including unsolicited resumes sent to a WoodMackenzie business mailing address, fax machine or email address, or directly to WoodMackenzie employees, will be considered WoodMackenzie property. WoodMackenzie will not pay a fee for any placement resulting from the receipt of unsolicited resume.

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