Receptionist Cum Librarian

Position Summary: The Receptionist shall coordinate, organize, prepare, and provide communication and administrative leadership at the Reception and Library to all Members, HOD’s, respective sport sections and to all related personal. To work directly with the HOD’s to oversee all the bookings and registration and responsible for ensuring the department is effectively operated and perform duties adequately. DUTIES AND RESPONSIBILITIES Duties and responsibilities include the following and other duties may be assigned from time to time. • To maintain the professional image of the reception and library area by ensuring telephone enquiries are dealt with promptly, courteously and accurately. • To greet Members, Guest, Visitors with courtesy, respect and well mannerism. • To appropriately deal with Suppliers, Job Applicants and determine nature of their visits; alert appropriate staff on the arrival of person and direct them to appropriate waiting area and handle them with good mannerism and respect. • To respond to routine enquiries from internal or external sources such as organization’s location, hours of operation, phone numbers and email addresses. • To perform administrative functions such as booking of meeting rooms, sports facilities, introduction cards, organize the reception to be in order, and receiving and distributing mails to office, topped up of prepaid cards, filling, etc. • To manage and to coordinate with Finance Department to ensure the payment are paid accurately. • To be responsible on all Books are labelled properly • To assist develop, review and improve the library and ensure policies and procedures are followed diligently. • To ensure the library are stocked with the latest supply of Books and Magazines and all equipment and devices are working and properly maintained e.g. Club On, Printer etc. • To keep proper records of the Library books and magazines. • Filing of all memos, letters and documents pertaining to the administration of the Library • To update into the computer books received, borrowed and returned. • To arrange the bookshelves with new books purchased and books returned • To check from the computer for books overdue and to charge members the fines accordingly upon return. Also to write to members informing them that books are overdue and they are liable to be fined. • To liaise with local bookstores on behalf of the Library Sub-Committee. • To correspond with bookstores or publishing Companies local or overseas regarding list of new books published, books ordered but not received or received but damaged, etc. • To correspond with Publishers of Magazine/Periodicals that are subscribed to, regarding renewal of subscription or non-receipt of magazines. • To place order of books as is decided by the Library Sub Committee i.e. to type the list of books selected, liaise with the Accounts department for a Bank Draft for the correct amount and to type letter accompanying the bank draft. • To record new books received by suppliers : 1. To record in main Report Book (manual) 2. Chop the inside of book with Penang Club Chop 3. Record the book in the Accession record (to get accession no.) 4. Tag the book with date, price, and accession no. & classification 5. Enter the new book’s information into the computer 6. Print out the classification and paste into the book 7. Print the barcode and paste inside the book 8. Wrap book in plastic cover and put on shelf. • To send paperbacks for binding, weekly. After which the above process is repeated. • Type book reviews for publication in the Club’s Bulletin. • To fix a date for library meeting every month. • Before the meeting to call all local bookshop to bring latest books to the library. • To attend and record minutes of all Library meetings. • To liaise with the Accounts Department in the maintenance of library accounts. • To check stock yearly • To submit list of fines to Accounts Department. • To deal with members queries and requests. • To deal with members who phone and renew books through phone (Not Implemented Yet). • Every six months latest books to shift to old section and the books that is above twelve months old to be shifted to older section. • To control use of the library by members’ children. • To work within the lines of communication established by Club to provide and receive information. • To be able to work together with each other. • To provide an open line of communication between yourself with all Members and Staff. • To carry out any other duties assigned by management. • Excellent telephone etiquette and good communication skills. • Good command of languages, in particular the English language. • Pleasant personality and customer service oriented. To act as a role model and conduct yourself within the Club • To ensure duties are carried out effectively and diligently. • To handle conflict resolution within the department. • To understand and abide by the Club Bye-Laws and Constitutions • To report all incidents in writing to the Club Manager and General Committee. • To be always accessible. • To ensure staff are in uniform and are discipline in their work and duties. • To ensure housekeeping staff clean the library and wash toilet every day • To behave well and respectfully to Club Manager, General Committee and Members always. • To be always on time for work. • To update the progress of work to your Superior’s whenever required. • To be able to report any shortcomings to your Superior’s. • To be able to meet deadlines and carry out job given promptly, efficiently, clean and honestly at all times. • To be able to take initiative to resolve problems when immediate Superiors are not available. • To be responsible and honest in dealing with the Club’s belongings entrusted to you. • To be able to work well with other department staffs and Managers for the benefit of the Club. • Address Members complaints/suggestions, Club issues to the Club Manager. Benefits : 1. In-house Signing Facilities (Food) 2. New Year Incentive 3. Bonus/Increment 4. Other attractive Staff Benefits 5. Hospitalisation/ Term life insurance coverage