Guest Services/aa

2 weeks ago

Singapore Office Secretaries Full time

**Position Summary**
The Guest Services Assistant will work under the supervision of our Office Operational Manager (“OOM) and perform services, for providing a pleasant experience for all visitors to our office by meeting, greeting, direct/assist clients to assigned meeting rooms including receiving and directing incoming calls in a professional and warm manner. This dual role will also provide for the chance to work closely with the back office legal team from time to time.

It is a great opportunity to join a friendly and supportive team.

Key Responsibilities (but not limited to):
- General Maintenance: Set up and breakdown of meeting rooms and ensuring rooms are clean & tidy for the next meeting (i.e. wipe down and spot cleaning); ensuring reception area and lobby is tidy and presentable; keeping front of office and back of office kitchens clean and tidy during normal business hours. In collaboration with the OOM, liaise with building management to ensure office facilities are operational and of positive appearance.
- Catering Services/Special Events: Making and serving of tea/coffee and/or light refreshments as required. Arrange catering and food orders for in-house client and staff meetings. Liaising with caterers and suppliers for best options and in collaboration with OOM. Ordering supplies for both front and back office pantries and keep inventory of stock. Co
- ordinate team events such as monthly morning teas, special occasions and other events as requested by the team. Coordinating and/or assisting as needed at in-house as well as external Client Events.
- Conference Room & VC/Audio facilities: Assist with the co-ordination of video conference and conference call set up. Working with the OOM to liaise with the video conference support team and local IT to ensure smooth running of all video conferences and teleconferences. Review and update Room Reservation System throughout the day.
- Security: Maintain office security by following procedures and controlling access via the reception desk. Address security alarm issues that may occur and alert the OOM. Co
- ordinate visitor arrivals, administer and issue visitor access passes and update register.
- General Administration: Prepare and send staff daily/weekly status report. Update telephone extension list and other relevant lists. Update Face Book with new joiners photo and details. Manage and reconcile petty cash. Prepare payment vouchers for miscellaneous items and approval. Submit PRF for invoices received on expenses for payment via cheque or corporate credit card. Maintain and update Guest Services procedures manual and tracking system of procurement contacts in collaboration with OOM. Assist OOM and back of office team in General Office administration.
- Ad hoc — assist in any ad-hoc duties, projects and activities as and when required.
- Education and Qualifications- 3+ years of proven working experience in a front office, handling receptionist responsibilities
- Proficient with Microsoft Office Suite
- Solid communication skills both written and verbal
- Ability to be resourceful and proactive in dealing with issues that may arise
- Ability to organize, multitask, prioritize and work under pressure
- Ability to be flexible and work overtime and weekends for special program events

Hours - 9-6 (Mon - Fri) Location: Raffles Place

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