Front Office Receptionist

Job Purpose: To manage the client Reception desk in a very professional and efficient manner, delivering utmost customer service and perfectly in line with Service Level Agreements Key Tasks: • Ensure the Reception is covered without fail during working hours (8.30AM to 5.30PM) with minimal breaks for lunch, refreshments etc • Manage daily front office and administrative activities such as handling of incoming calls, emails, visitors, and general inquiries. • Make sure the visitors are directed to respective departments, after proper review of their information and requirements including visitor induction (maintaining integrity). • Be very polite, helpful and cooperative with client staff, visitors and contractors. • Act as a Helpdesk for staff complaints and inform Facilities Manager (FM) without fail • Assist staff in preparing new office access, Landlord access & parking cards and other as desired from time to time • Coordinate meetings, appointments, and site visits. • Maintain proper filing and documentation including FM monthly report. • Follow up on quotations, internal approvals, and PO issuance. • Process Purchase Order (PO) requests for consumable materials and FM-related materials, services, and maintenance works. • Verify delivered materials and completed services to the FM and process GRNs. • Prepare work Orders in FM portal as per guidance of FM. • Manage incoming and outgoing DHL shipments and courier arrangements. • Prepare and maintain shipment records and tracking details. • Manage daily mailroom operations and incoming and outgoing correspondence. • Support internal mail and document distribution to the respective departments and employees. • Maintain records of assigned cards and cardholders (company-issued Citi bank cards). • Coordinate with Landlord for any maintenance requests in absence of FM or under FM guidance • Flexible in working hours during the vacation duration of your counterpart in reception • Totally abide by all company policies; and local regulations and laws, wherever applicable • Contractor monitoring and maintaining all related EHS documents. • Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training • Follow required emergency prevention and operational controls • Report all accidents, occupational illnesses and emergencies

Education • Any Degree/ Diploma Skills • Excellent communication skill • Email communication skills • Subcontractor management Knowledge • Basic knowledge in MS Office • Basic knowledge in HSE Experience • Minimum 3 – 5 years’ experience in FM administration