Responsible for managing front desk counter ensuring prompt response to all visiting suppliers, customers, and guests. You are required to strictly maintain confidentiality on staff matters and as well ensure the effective function of the department. You are required to maintain harmony within the staff and the company as a whole.
PRINCIPAL RESPONSIBILITIES- Responsible for attending to incoming calls in the telephone system and directing the calls to the respective departments.
- Responsible for receiving all incoming and sort daily mail/ parcels/ and arranging for collection by the departments.
- Coordinating with security personnel and monitoring control access book updates on a daily basis.
- Perform other clerical duties such as filing, faxing, and providing support service and any other duties assigned by the management.
- Interview arrangement call fix interview appointment, send email confirmation, and update the hiring manager / HR
- Manage all job portals effectively and advertise the open positions accordingly. Close the open positions with the stipulated period
- Visitor / Contractors / Couriers, Assist the visitor with the & handover of the respective host
- Issuing and managing the access card to the new / existing worker, visitor & contractor accordingly.
- Manage the courier service and control the access of the runners.
- Digital Announcement board / Notice board Effective weekly update with the announcement liaise with the relevant personnel for information, make sure the system works well
- Announce the announcement accordingly
- Documentation assisting HR manager with requested documentation, assist HR colleague with requested documentation.
- Effectively update on the company phone directory from time to time.
- Employee access card
- Issuing new access card to new employees
- Printing replacement card to employees (if lost/damage/not detect)
- Send email to HR (Payroll) of new card replacement with the details of the employee due to penalty charges
- Keep on checking the stock of access card- Issuing PR Access card management, Issue the access card to the employees according to the access level, Manage the access card system from time to time, make sure the system functions well all time, and print new and replacement cards for employees.
- Face / fingerprint Registration
- Face / fingerprint registration to the new employee with the briefing
- Existing employees (if any problem with fingerprint)
- Arrangements such as Transport, Food, Hotels, and other related arrangements for the visitors & during audits.
- Deal with caterer & canopy supplier
- Issuing PR
- Arrange foods for an auditor during audit session
- Update the Org Chart (monthly)
- Email to HR manager
- Participation in company events arrangements
- Annually manage Company t-shirts & souvenirs
- Issuing PR on time for all HR-related payments
- Supports human resources processes by administering, scheduling appointments, conducting orientation, and maintaining records and information.
- Maintains quality service by following organization standards
- Provides secretarial support by entering, formatting, and printing information.
- Visitor & Audit arrangements;
- Event arrangements / food arrangements (auditor & visitors)
- Organization Chart (Company & by departments)
- Event Committee Participation & management talk arrangement
- Maintains employee confidence and protects operations by keeping human resource information confidential.
- Maintains quality service by following organization standards.
- To undertake any other duties and responsibilities as so instructed by the manager / as for the department needs.
