Corporate Receptionist

1 week ago

Singapore FUTUREX TECHNOLOGIES PTE. LTD. Full time

Scope of Service

Job Description for the Contract Staff

1. The receptionist will provide efficient and professional reception and administrative support to ensure the smooth functioning of the CAAS.

2. The main duties of the Contract Staff shall encompass, but not be limited to the followings:

- Greet and welcome both local and international visitors and guests in a professional and friendly manner. This also include to determine nature of business, and announces visitors to appropriate officers;
- Direct the maintenance and courier service staff to appropriate officers and divisions;
- Ensure all visitors to register by scan the QR Code at Visitor Registration System and manage the temperature screening if required during pandemic situration;
- Check the visitors’ details in Visitor Management System (VMS) from the laptop and save the details in the Archive folder at the end of the day;
- Answer incoming telephone calls/general enquiries; determining purpose of callers, and transfer the calls to appropriate officers or divisions;
- Provide accurate information about the organization and its services to callers and visitors.
- Receive and distribute incoming mail, document and packages, record the details in the record book and inform the relevant officer to collect;
- Manage the reception area and CAAS exerternal facing meeting rooms, ensuring these room are clean, organized, and well-presented at all times.
- Inform Cleaner supervisor to clean meeting rooms after it have been used;
- Ensure and confirm the booking of meeting rooms by relevant officers in the Resource Booking thru Outlook Calender;
- Issue clickers, remote control, Executive meeting room key and other accessories upon request by officers. Record in the Meeting Rooms Log Book and check the items return;
- Ensure the CAAS meeting rooms have enough beverages, water and biscuits;
- Ensure meeting room facilities are setup and functional before the start of a meeting;
- Record and issue the Auto-sliding door keys for emergency use during office hours;
- Activate backup plan upon equipment failures for CAAS meeting rooms and CAAS reception areas (eg. Door Card Access, AV equipment failure etc);
- Act as temperature screening staff during Flu Pandemic outbreak;
- Liaise with the Senior Management’s Personal Assistants and Corporate Services Branch closely for meeting room or front desk matters;
- Act as Lost and Found Counter for CAAS Corporate Office and diligently records and track all lost and found items;
- Participate in Business Continuity Plan Exercise and CAAS Peacetime Crisis Management operations as registration;
- Coordinate with vendors and services on facilities maintenance etc.
- Other front desk tasks as and when required.

Requirements of Contract Staff

The skills and capabilities required include:

- Demonstrate excellent organizational, coordinating and personal interface skills
- Ability to work under mínimal supervision;
- Pleasant character/personality with the ability to project a professional image for the organization; comfort and experience interfacing with various levels of officers and management, while working in a fast-paced environment;
- Possess at least 5 years and above of relevant experience as a corporate receptionist, including reception work, dealing with general enquiries and diary management.
- Attended and obtained certifications on relevant service excellence courses

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