JOB Description (Role & Responsibility)
Proven work experience as a Receptionist, Front Office Representative or similar role
Answer, screen and forward incoming phone calls
Greet and welcome guests as soon as they arrive at the office
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook)
Direct visitors to the appropriate person and office
Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
Provide basic and accurate information in-person and via phone/email
Supports human resources department & other staff members
Liaise with team to provide proactive support to them as required. This may include booking meeting rooms and general administration tasks, such as printing, scanning, photocopying, binding and filing.
Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
Liaise with appointed travel agents on flights booking
Coordinate with prospects and clients on regular basis through the telephone to build and develop relationships
Forwards enquiries received through web chat to the sales team for necessary action.
Reach out to customers and continuously build brand loyalty
Keep up a clear database of customers and prioritize independently the potentials for the company
Prepares invoices to be sent to customers.
Follows up with customers for payment.
Offer accounting support to the managerial staff
Post accounting information daily
Generate and submit customer invoices
Carry out all necessary account, bank as well as other reconciliations
Observe customer accounts for non-payment and delayed payments
Handling petty cash.
Knowledge for basic bookkeeping
Managing daily accounts and receipts
Perform all necessary account, bank and other reconciliations
Executes and supports the operational aspects of business booked (e.g., generating proposal, writing contract, customer correspondence).
Generate Proforma quotation for any inquiry
Coordinate within all departments in the office
Assisting in preparing for office celebrations/events.
Coordinating office activities and operations to secure efficiency and compliance to company policies
Provide assistance in orienting new staff on proper use of office equipment
Preparing and sending out Learning & Development communications, and invitations
Facilitating professional skills training sessions
Support communication of learning activities through the consistent delivery of service line communications, which will include drafting communications such as training calendar, newsletter, invitations.
Prepare and serve water/tea/coffee to guests.
Maintain an adequate inventory of office & pantry supplies.
Organize mail delivery as requested and provide proper documentation
Overlook complete housekeeping and day to day administration duties
Manage other ad hoc and miscellaneous tasks
Candidate should be on spouse / father VISA