Receptionist

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