Facilities Mobile Administrator cum Receptionist
2 weeks ago
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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