Job Description

To provide local support for multiple Kofax functions and departments, often first point of contact for external visitors / callers to Kofax and ultimately to ensure the smooth running of the office.
Key Responsibilities: Reception

• To be the first point of contact for:
  • all incoming calls/faxes and to redirect calls to the relevant department or person, or take messages.
  • for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offer and arrange catering, liaise with couriers, etc
• To manage the company post, including:
  • ensuring that all post is collected daily and on time
  • ensuring that special/recorded delivery items are sent correctly
  • distributing incoming post to relevant members of staff each morning,
  • preparing and franking outgoing mail
  • Post or courier customer's sales tax invoices
  • Procure postal and courier services as and when required

• Book travel arrangements including flights, train tickets, hotels, etc. for local and international Kofax staff based on company policies
• Coordinate multi-day itineraries and travel arrangements for international staff, liaise with their department and act as first point for the visitor
• Book travel arrangements for clients and candidates (interview for Kofax)
• Review and verify travel agent invoices
• prepare a list of travelling cost for monthly accounting accrual

• Manage office petty cash
• To ensure the smooth running of the office
• Provides communication systems by identifying needs, evaluating options; etc
• Ordering office stationary and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
• Liaise with IT on ad hoc issues and day-to-day requests of colleagues
• Update email groups, provide office related communications (e.g. changes in office etc)
• Manage list of APJ office telephone number and staff mobile contact number
• To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meeting & training organization (PS, Demos, ...)
• Organize and coordinate internal staff events, like quarterly events and trainings

• Liaise with facility manager, e.g. regarding office lease paperwork, office viewing and office move, Office renovation and reinstatement, etc.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging and meeting schedules; monitoring results
• Maintain office access card and office alarm system
• To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
• Ensure office comply with government health and safety and fire evacuation procedures.
• Manage document storing at off-site storage..

• Scanning local vendor/suppliers invoices, obtain approval from requisitor, batch invoices/PRF/contract and sending to AP Finance promptly before month end closing.
• Archiving of invoices and expense reports
• Banking - deposit customer's cheque into Kofax's bank account
• Assist APJ AR team in collection especially communicating in written and spoken Mandarin if required
• Ensure communication between Finance, Business Processing and Deal Desk to ensure backlog invoices are paid or identify issues with customers.
• Work closely with the APJ Finance team
• Contributes to team effort by accomplishing related results as needed

• Sales/PS signed contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
• Co-ordinate corporate secretarial matters with external company secretarial firm, such as Baker and McKenzie
• Maintain and file all company secretarial documents promptly

• Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities and continuing needs

• At least 4 - 7 years relevant experience
• Good command of written and spoken English and Mandarin
• Ability to establishing policies, procedures and work schedules
• Knowledge and ability to use proficiently Microsoft office 365
• Managerial skills are necessary and should be cooperative and supportive by nature.
• Excellent written and verbal communication skills, so that he/she can present his/her views with clarity.
• Sincere about work and confident about goals.
• Interpersonal skills are essential along with sensible attitude. Should be assertive, optimistic, and a good listener.
• Ability to work within deadlines and should achieve the targets. In short, must know how to manage time and prioritize work under pressure.
• Must be flexible and quick in responding within short notice period.
• Adaptable in a dynamic working environment and organizational culture.
• Proactive and should have the skills to initiate work without being directed.
• Self-motivated and determined.
• Reliable, trustworthy, and abide by the company's terms and conditions.
• Possess good organizational skills, which are essential for managing every type of administrative job responsibility.
• Possess leadership quality and capable of taking decisions
• Possess good negotiation skill and ability to take initiative