Front Office Assistant

What you'll be doing

Work Location : Keramat KL
Working hours : 2 shifts
Working days : 6 days

Greeting and Assisting Visitors: Welcoming guests, clients, or customers as they arrive, and providing them with any necessary assistance or information.

Answering Phone Calls: Handling incoming calls, directing them to the appropriate person or department, taking messages, and providing basic information or assistance over the phone
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Managing Reception Area: Maintaining a tidy and organized reception area, ensuring it presents a professional and welcoming atmosphere.

Scheduling Appointments: Coordinating and scheduling appointments or meetings for staff members, clients, or visitors, and updating calendars as needed.

Handling Correspondence: Sorting and distributing mail, email, and other correspondence, as well as responding to routine inquiries or forwarding them to the relevant parties.

Data Entry and Record-keeping: Entering and updating data in databases or systems, maintaining records, and filing documents as needed.

Assisting with Administrative Tasks: Providing support to other administrative staff or departments with tasks such as photocopying, scanning, faxing, and typing documents.

Handling Payments: Processing payments, issuing receipts, and managing cash transactions as required.

Providing Information and Assistance: Offering information and assistance to clients, visitors, or staff regarding office procedures, services, or general inquiries.

Coordinating Facilities: Arranging for maintenance or repairs of office equipment, coordinating with cleaning staff, and ensuring the office environment is safe and functional.

Assisting with Special Projects: Supporting special projects or events as needed.
Maintaining Security: Monitoring access to the premises, ensuring only authorized individuals enter, and following security protocols to safeguard company assets and personnel.

A Front Office Assistant plays a crucial role in creating a positive first impression for visitors and providing essential support to ensure the efficient operation of the office or organization. Adaptability, strong communication skills, attention to detail, and a customer-focused approach are essential for success in this role.

What we're looking for

Previous experience in a front office or customer service role within the hospitality industry
Strong communication and interpersonal skills, with the ability to interact with guests from diverse backgrounds
Excellent problem-solving and critical thinking skills to handle guest inquiries and issues
Proficient in using office equipment and computer software, including word processing and spreadsheet applications
Flexible and adaptable, with the ability to work in a fast-paced environment
A commitment to delivering outstanding customer service and exceeding guest expectations
Candidate must able to work 6 days per week, on weekends & PH

UTM Holdings Sdn Bhd is a wholly-owned subsidiary of the Universiti Teknologi Malaysia and plays a key supporting role in commercialize relevant University research results. Incorporated on 13th July 2010, UTM Holdings provides a bridge between academia and industry and supports the commercialisation of innovations produced from world-leading research at the University; by
• offering advice and support to researchers;
• providing business and investors with access to the University's intellectual property;
• supporting technology development;
• licensing IP;
• and creating spin-out companies which retain close links with the University's expertise.