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Receptionist and Administrative Executive

3 weeks ago

Singapore The Economist Group LTD Full time

Introduction:
We are recruiting a Receptionist & Administrative Executive to provide professional secretarial and administrative support to the Regional Facilities Manager to manage the day to day administrative services and ad-hoc request for the business; and to encompass all business units.

This is a 1-month fixed term contract position.

Accountabilities:
**How you would contribute**

**Reception Duties**:

- Answer enquiries, transferring and screening telephone calls, providing assistance or routing calls as required
- Update telephone directory
- Greet clients/visitors and sign in
- Operate daily front desk duties in a professional manner
- Monitor courier deliveries and correspondence pick up
- Maintain office tidiness & cleanliness, especially reception & greeting area
- Organize and distribute incoming faxes
- Distribute daily newspaper & weekly magazines
- Open and sort incoming / outgoing mail / package & distribution to staff
- Arrange overseas & local courier
- Effective security control on issuance of access card to staff/visitor
- Support access convenience to staff / visitor by release security lock

**Administrative Duties**:

- Internal contact point to report fault to management office for air conditioning, office housekeeping, restroom problem and to report Nexgen/Singtel for phone/ network repair services
- Assist hotel & flight booking for Asia region staff
- Administrate of softphone account set up & termination
- Administrate the access card control system of card issuance and terminate
- Prepare the welcome kit to new joiner & collect staff company properties return upon the last work day
- Update vendor list and weekly attendance report
- Monitor the performance of vendors/service provider to provide effective & professional services
- Assist manager to monitor service contract maintenance & renewal; cleaning service, fire extinguisher, coffee machine, security alarm, office equipment, water dispenser etc.
- Maintain inventory record, cost control & place order for stationery, paper, pantry supplies etc.
- Provide monthly report of phone expenses, if required
- Download Singtel e-invoice and distribution.

**Office Emergency, Health & Safety**:

- Fire Safety
- Be a fire warden and assist supervisor to operate fire drill annually
- Arrange annual maintenance for fire extinguisher
- Office Health & Safety
- Be a risk management team member to carry periodically review the performance and implement appropriate follow up actions on bizSafe standard
- Keep track on the stock of disinfected liquid, surgical mask & refill if necessary
- Business Continuity Plan in Facilities
- Familiar with facilities work procedures & service coverage in case of disaster recovery drill & activation.

Experience, skills and professional attributes:
**The ideal skills for the role are**:

- Experienced and knowledgeable in office administration
- Ideally minimum GCE "N" / "O" Level or equivalent
- Proficiency in Microsoft Office - Excel, Word & Powerpoint
- Fluency in English to communicate effectively with stakeholders, additional languages an added advantage
- Comfortable with working 5-day work week in the office