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
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
- Regular updates of the telephone directory
- 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 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
