Receptionist Facilities Admin

Receptionist will undertake and be proficient in administrative duties that will include but not be limited to:

- Mail/ parcel incoming/ outgoing deliveries, internal distribution, and communications to users
- Mails and newspaper management
- Meeting room bookings and visitors’ registration
- Reception and visitor management
- Badge management
- General enquiries
- Answering and screening Incoming calls
- Ensuring reception desk is covered at all times
- Cheques received to be updated in excel sheet
- Arrange monthly courier for deposited cheques
- Arrange monthly courier for archive invoices to AP In India

The Receptionist is generally the first point of contact for visitors, users, and vendor personnel. That ever-present welcoming smile and greetings is the start of the great Workplace Experience for visitors and regulars alike. Receptionist needs to portray Professionalism and Demeanor: Maintaining a consistent professional, friendly appearance, and workspace environment.

Facilities Admin will undertake and be proficient in administrative duties that will include but not be limited to:

- Day to day operations in handling requests and resolving issues
- Daily site walk to check for any facilities defects and ensure all equipment is in good working condition. All stationeries topped up and available. All site walk documents properly recorded and filed.
- Ensure all service requests are promptly communicated and attended to (Priority)
- Be on top of all the meeting rooms requests and set up according to the users instructions. AV and audio equipment are set-up, tested and in working condition before user starts
- Ensure asset retirement process had been properly executed
- Ensure lockers, cabinets and pedestals had been properly recorded and managed
- Request of Digital signage to be uploaded at the various locations
- Vendor work permits including safe work method statements, Risk assessment and service validation submitted to building for approval.
- Arranging servicing/ maintenance of vendors for equipment. Communications for the PTW and required documents.
- Consumables inventory management which includes stationeries, pantry, and barista supplies
- Purchasing of material, equipment & supplies
- Monthly Printer meter readings and submit to portal. Erase resigned employees from the printer record.
- Create new hire mail slot and retrieve resigned employees mail slot.

An important aspect of your role is to understand the status of the offices and facilities, for which you will often be taking floor walks to inspect the condition of the building.

You will be responsible for booking and managing Service Request tickets through the platform.

You will be working with vendors for the supply of goods and services, receiving and inventorying stationary items, pantry items and spares such as toner cartridges and light bulbs. You will be sure to check all incoming deliveries for accuracy and to document the receipt of such goods. For vendor services, you will confirm the operatives present their Safe Work Method Statements and you will escort them to the area of work, registering the names and attendance hours. You will not be required to inspect and validate their work if the work is specialized.

Part of your job scope is to hit key performance indicators and meet service levels required. This is on top of **Meeting the clients’ facilities needs, Making everyone safe and risk-free, Be a Team Player & Be Client Focused.