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