Facilities Mobile Administrator cum Receptionist

2 weeks ago


Singapore Iss Facility Services Private Limited Full time

Job Responsibilities:

  • Coordinate with facilities vendors on faulty lightings replacement, minor repair works, office paintings
  • Liaising with Landlord on consumables delivery/collection, light tube replacement, aircon issues etc.
  • Managing administrative works assigned by Manager â€' overseeing multiple clients/accounts.
  • Manage purchases related documents/processes and follow up with supplier, eg Purchase Requisition, Purchase Order, Delivery Order and invoices.
  • Maintaining servicing records and schedule notifying users when there is/are servicing to be carried out during office hours and weekends (Pest Control, Landscaping, aircon/FCU maintenance).
  • Contact vendors for quotation, prepare ISS quotations, issue ISS PR/PO, updating weekly billing tracker, managing on-time billing to customers and follow-up with payment.
  • Perform site inspection on cleanliness and maintain Service Request Log
  • Perform Fire Warden role during emergency.
  • Monthly inventory check for First Aid Box and replenish expired items.
  • Stand-in for receptionist duties (Central/East/West region) as assigned by Manager (refer below).
  • Any other duties assign from time to time, including projects, PowerPoint presentation, data collation and attending meetings.

Receptionist duties:

  • Ensure reception area and front-of-house is kept tidy and presentable.
  • Attend to phone calls, visitors/guests registration, direct visitors to the designated person/location, issuance of visitor badges, provide the Wi-Fi password upon request.
  • Schedule/booking of meetings and meeting rooms.
  • Manage incoming/outgoing mails, and coordinate local and international courier services pickup/delivery.
  • Assist in Event/Meeting logistics, coordination and place F&B orders.
  • Coordinate with Cleaner/Service Assistant for pre and post event cleaning.
  • Maintain inventory and replenish office consumables surgical masks, hand sanitizers, stationeries, pantry supplies, name cards etc.

Job Requirements:

  • Singaporean only.
  • Minimum GCE O Level and above.
  • English and Mandarin speaking for communication with mandarin speaking team members and associates.
  • At least 1 year working experience in customer service, hospitality or guest services role is preferred.
  • Basic accounting and monthly accrual knowledge.
  • Strong in administration.
  • Courteous, friendly, and presentable.
  • Familiar with MS Office suite especially Teams, Excel and functions Outlook/meeting room bookings
  • Team player with good time management skills.


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