Duties and Responsibilities
Administrative
- Provide administrative and secretarial support to staff.
- Ensure meetings booked by staff and clients are promptly entered into the scheduler to avoid double bookings.
- Identify occurring deficiencies, maintenance issues and needs for repairs and arrange for their rectifications.
- Assist with supervision of cleaning and catering services to ensure they take place as per the standards and on time.
Reception
- Manning the reception desk with a high degree of poise and professionalism
- Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel.
- Receive and direct phone calls and enquires as appropriate to staff and clients.
- Respond to general enquires with accurate information.
- Record, sort and date stamp incoming mail and courier deliveries.
- Coordinate courier services to ensure deliveries are made on the same day and delivery notes are received and filed.
Procurement
- Maintain stationery inventory by checking stock to determine inventory levels, anticipated needed supplies and expediting orders.
- Receive, confirm and store office stationery.
- Raise LPOs for all procurement of goods and services upon receipt of approved quote/proforma invoice.
Competencies
- Ability to plan, organize & coordinate multiple activities simultaneously.
- Strong verbal, written, presentation and effective listening skills.
- Able to think on your feet.
- Keen eye for detail and accuracy.
- Ability to work well with others under deadline situations and respond to changes in priorities.
- Ability to work independently, take initiative, set priorities and see projects through to completion.
- Strong analytical and interpretation skills.
- Ability to exercise independent judgment and discretion while performing various responsibilities.
- Ability to work quickly and under pressure to meet deadlines.
- Strong organizational skills.
- High level of integrity and ability to keep confidentiality
Qualifications
- Degree in Business Management from a recognized University.
- A diploma in Front Office Operations will be an added advantage.
- Knowledge of administrative and clerical procedures
- Switch board operation experience highly desirable.
- Mastery in written & spoken Chinese & English is a must.
- Working knowledge on reporting and tracking systems for programs management.
- 2-5 years’ work experience in front office reception support services in a busy organization.
- Proficiency in Ms Office, planning tools, using a computer, printer & scanner
Send your application to [email protected]
