Receptionist

Job description

Company Description To provide a professional interface between clients, suppliers, external SGS staff, visitors to SGS Vietnam staff either in person or on the telephone. Job Description Control access to reception, meeting rooms and main building at internal door. Greet visitors to the office and assist them to contact the correct member of staff who will help them as required. Answer the telephone and pass calls to staff as required. Relay messages when staff cannot be contacted; updating company extension listAssist in dialing Intertional call for staff Record and distribution of incoming and outgoing letter/ parcel mail Follow, prepare and maintain quality system procedures and forms relating to reception for the Administration Department. Prepare airway bills and courier parcels as directed of Corporate departments; Check DHL fees on the system; Transfer DHL and FedEx Arrival notice to BUReconcile debit notes of express couriers (Viettel Post, Newpost) with suppliers and divisions; make payment voucherPoint of contact for handling issues with the shipping carrier (Viettel, Newpost) Make Purchase Order (PR): drinking water, flower, namecard monthly; Keep the reception & meeting rooms clean & tidyComplete any tasks that may be required from time to time by supervisor (Ex: Arrange overtime if maintenance is required;…) Control access to reception, meeting rooms and main building at internal door. Greet visitors to the office and assist them to contact the correct member of staff who will help them as required. Answer the telephone and pass calls to staff as required. Relay messages when staff cannot be contacted; updating company extension list Assist in dialing Intertional call for staffRecord and distribution of incoming and outgoing letter/ parcel mail Follow, prepare and maintain quality system procedures and forms relating to reception for the Administration Department. Prepare airway bills and courier parcels as directed of Corporate departments; Check DHL fees on the system; Transfer DHL and FedEx Arrival notice to BUReconcile debit notes of express couriers (Viettel Post, Newpost) with suppliers and divisions; make payment voucher Point of contact for handling issues with the shipping carrier (Viettel, Newpost)Make Purchase Order (PR): drinking water, flower, namecard monthly; Keep the reception & meeting rooms clean & tidyComplete any tasks that may be required from time to time by supervisor (Ex: Arrange overtime if maintenance is required;…) Qualifications Handle multiple line phone system Greet visitors professionally Keep clean & tidy reception area Collaborates Effectively Delivers Superior Results Additional Information Act as the company's direct representative in receving physical smaples from customers, logistic companies and SGS Delivery manAccurately & thoroughly record all information into the logbook or management software systemSort & physically deliver samples to the designated BUsSafety file all logbook for future reference & traceabilityImmediately report any irregularities to management: missing or/and misplace samples, damaged samples, unclear information, unidentifialbe recipient BU or urgent samplesAssist to cover the whole receiving sample area when the colleague is on annual leavesOther duties upon requested