Main Purpose:

The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.

To provide a concierge image of:
- Being helpful and approachable to our guests and internal staff
- To focus and to provide the very best in guest service
- Reception areas must always be in a clean and neat environment

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities      

• Attend to phone calls and transferring them to the appropriate person or department. Taking messages and forwarding them to the appropriate person, if needed
• Demonstrate keen awareness and initiative at the reception area, identifying needs early and ensuring efficient, friendly and professional service
• Manage all mail and courier activities, including letterbox collection, distribution and documentation
• Updating the telephone directory regularly
• Knowledgeable in operating procedures for coffee machines, kitchen appliances and meeting room equipment
• Manage all booking arrangement for meetings and video conferences dial in setup
• Respond to requests for changing of lighting tubes, air-conditioning, toilet malfunctioning, etc and liaise with building maintenance team to service the requests
• Attend to guests and serving of beverages and meals
• Ordering and collection of food for Breakfast/Lunch meetings and Board meetings
• Setting up tables and chairs for meal service
• May be asked to work on some weekend for events and meetings
• Assist with catering orders for events and meetings
• Manage and maintain accurate inventory records for dining and pantry items, including cutlery, glassware, serving wares, other pantry supplies and stationery for meeting rooms
• Observe and respond proactively to visitor flow, meeting room usage, and office activities

Knowledge, Skills and Abilities

• Minimum 3 years of relevant experience
• Ability to communicate effectively with team members to ensure smooth daily operations
• Ability to work in a diverse environment
• Understand the necessity for confidentiality
• Motivated, enthusiastic, organised and able to multitask
• Relevant experience with good telephone etiquette
• Demonstrate punctuality, reliability, and good teamwork
• Diploma and above

Key Relationships and Department Overview:

• Internal and external stakeholders