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

• Backup Receptionist during 1-hour lunch break and absences when required

• To maintain registers of courier transactions and outgoing mails and to reconcile with Accounts

• To coordinate outgoing and incoming courier pickups and deliveries

• To ensure that incoming faxes are distributed or forwarded to respective staff or department

• Update the telephone directory regularly

• Collect mails from the building post boxes

• Record the operation of equipment such as coffee machine, kitchen appliances, board room equipment as well as equipment in all meeting rooms

• Assist in booking arrangement with meetings and video conferences setup

• To respond to requests in changing lighting tubes, air-conditioning, toilet malfunctioning, etc.

• To liaise with building maintenance team to service the requests

• Assist in bookings of taxis and restaurants

• Attend to guests, serving of beverages and meals

• Ordering and collection of food for Breakfast/Lunch meetings and Board meetings

• Setting up tables and arranging chairs for meal service

• Attend to walk-in visitors @ Reception

• Ascertain purpose of visit and inform staff accordingly

• Issue visitor passes and ensure all visitors are escorted into the office premises by staff

• Attend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipient

• Ensure that all meeting rooms and front lobby areas are cleaned and well-maintained and all chairs and sofas are neatly arranged and the tables are cleared of drinks

• To keep the reception area to a high standard and maintain stacks of company publications on display shelving

• Able to work on some weekends for events and meetings and assist with catering orders

Knowledge, skills and abilities

• Minimum 3 years and above of relevant experience with good phone etiquette

• Ability to communicate effectively and work in a diverse environment

• Understand the necessity for confidentiality

• Motivated, enthusiastic, organised and able to multitask

• Diploma and above

Key Relationships and Department Overview:

Internal and external stakeholders