•Serves clients and visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of their arrival; maintains security and telecommunications systems.
•Maintain a high standard of tidiness and order in the reception area and meeting rooms always, including newspapers, magazines and research collateral.
•Answer the telephone board lines promptly in a polite and clear manner so that inquiries are dealt with efficiently and put through to the appropriate individual.
•Make full and accurate notes of relevant telephone conversations and ensure that they are actioned or passed on to the appropriate colleague without delay.
•Update and circulate the extension list, make/arrange changes to the telephone system and voicemail (e.g. bank holidays/weekends, new starters etc.) when required.
•Coordinating and arranging meetings.
•Releases Purchase Order & carry out the best vendor rating on a periodic basis.
•Creates Vendor registration.
•Circulates of telephone bills to the respective employees & collects them back from employees.
•Makes necessary travel arrangements for the staff, including Air tickets, hotel reservations, car rentals, restaurant table bookings etc. as and when needed.
•Coordinating with Printers and arranging business cards for the office staff as per requirement
•Coordinate with the Insurance providers and assist employees with the claims.
•Partner with local hotels for corporate rates.
•Organizing Town halls and events.
•Working with IT and local service provider to continually check for better telephone plans.
•Prepare airway bills and courier documents / materials as and when required.
•Coordinate with building maintenance team for assistance / repairs of office premises.
•Order and distribute office stationary and maintaining inventory.
•Assist Human Resources department as and when needed.
•Provides office services by complying with Company's administrative systems, procedures, policies when undertaking administrative tasks.
•Works with the Company's Group systems and procedures to comply with record keeping systems.
•Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs and maintaining equipment inventories.
•Provides information by answering questions and requests.
•Maintains the office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
•Sorts and distributes incoming email and Faxes to clients and staff
•Receiving P.O. Box mails/Couriers and distributing the same
•Maintaining incoming / Outgoing Courier receipts and tallying the same with the monthly invoices
•Uses a variety of software packages, including Microsoft Word, Outlook, Power Point, Excel, and Company's Group CRM to produce correspondence, documents, maintain presentations, records, spreadsheets, and databases
Required Qualifications, skills, and experience:
•Bachelor’s degree in any field.
•2 to 4 years of Experience handling Office Admin cum Receptionist Role.
•Excellent communication skills
•Proficient in MS office
•Customer service oriented.
•Excellent team player with positive attitude.
•Able to work under pressure.
•Able to work methodically, accurately, and neatly.
•Very good oral and written communication skills.
•Able to work as part of a team.
•Neat personal appearance.
Industry Type :
Office Automation / Office Equipment / Office Supplies / Stationery
Functional Area :