Receptionist

Job Title

Receptionist cum Administration

Location

Damansara Uptown, Petaling Jaya

Contract Period

3 to 6 months

Objective

The role of a receptionist cum administration is to be the professional face of the organization to deliver a seamless outstanding reception, to facilities coordination experience and also provide administration support to Client and the facilities team including the processing of all invoices coding.

Daily Reception/Administration Tasks

• Provide superior customer service to meet on-site client’s expectations.
• Build and develop effective client / stakeholder relationships across multiple levels of the organization.
• Act as an on-site key point of contact for Facilities in the office premises
• Ensure that reception areas, including desk and seating areas are tidy and presentable.
• All phone call queries/messages are taken down for the team/department individuals.
• Daily (AM) – to check all stationeries in meeting rooms – refill/replace whiteboard markers.
• Daily (AM) - to arrange newspapers/magazines to be send to Finance/Buyers.
• Daily mails are collected from Mailbox – to be distribute accordingly to relevant department.
• To monitor and work closely with tea lady/cleaner on pantry and office cleaning.
• To ensure that garbage bags are disposed by tea lady/cleaner before she leaves at 5pm.

As and when needed…

• To notify building lobby reception of guests/newbies arrival a day before.
• To assist on Cafeteria bookings via sharing drive.
• To record dispatch out-going tasks on sharing drive.
• To arrange pick-up of FEDEX courier service and assists in preparing courier documents.
• Provide Visitors with Information on site i.e., Directions etc.
• Ensure any faults or defects are noted and reported to facilities team to ensure an outstanding client experience is maintained.
• To handle of any customer complaint walk-ins to reception, to ensure that the customer’s issue is dealt with in a timely manner.
• To do monthly pantry stocks inventory and replenishment of pantry orders
• Preparation of Purchase Orders as and when require.
• Fulfil any ad-hoc requests promptly and efficiently to support the facilities team or business.
• Assist team members with administrative duties as required.

Event Support

• Coordination of Media Owners’ meeting arrangement/presentation.
• Preparation of meeting rooms for meetings, order catering, room set ups etc.
• To assist guests/media owners with application of Building Permit for events (when catering is required).
• Ensure any catering requirements are met and arranged for meetings & events. Be proactive in the arrangement of catering with the meeting organizer.
• Ensure rooms are stocked with appropriate supplies, as required (white board markers, pencils, pens, notepads, etc.).
• Ensure all rooms are neat and tidy, in good working order at all times and that clean-up of the rooms occurs quickly once the meeting has concluded.
• Provide bottle mineral water, tea/coffee making services for client as required.
• Complete any room set up and pack down with the support of IT as needed.
• Ensure any after-hours access/security requirements for events is clarified with the meeting organizer and in place in plenty of time prior to the event.
• Liaise with Facilities Manager/ Building Manager to ensure that after-hours air-conditioning and lighting requirements are in place for after-hours functions.
• Ensure that Audio-Visual services are in place and the necessary preparations have been made and are in working order and extend assistance as required to ensure a smooth-running meeting.

Requirements

• Proven work experience as a Receptionist, Front Office or similar role.
• Matured and energetic who is able to work in a fast-paced environment.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., printers and phone)
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize task.
• Positive customer service attitude.