Receptionist

Job description

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