Receptionist Admin Executive

RESPONSIBILITY

The role and responsibilities of the Receptionist cum Admin Executive involve meeting and greeting clients, as well as screening calls before directing to staff. It is important that the receptionist conducts herself in a professional manner to give clients a good first impression. Other responsibilities include the procurement of office supplies, ad hoc travel arrangement, submission of invoices and updating of expenses. She assists the Head of Facilities to ensure that the office premises are kept neat and clean and refers feedback to the building management when the need arises. She is also expected to work on weekends on ad hoc basis, depending on the needs of the company.

The responsibilities of the Receptionist include, but not limited, to the following areas:
Front desk coverage
- Handle all phone calls in a prompt and professional manner
- Greet and direct all clients and visitors, including general beverage arrangement
- Exercise sound judgment in dealing with difficult callers and clients
- Monitor the booking system for meeting rooms
- Ensure that reception desk is manned and organized at all times
- Proper record and issuance of visitors’ passes, send QR codes to visitors

Postage and Courier duties
- Collate, pack and co-ordinate for all internal outgoing mails using courier services
- Contact courier services companies for Airway bills and envelopes when required
- Maintain proper records for incoming and outgoing parcels
- Administrative works for postal duties
- Documentation and distribution of all in-coming mails & parcels

The responsibilities of the Admin Executive include, but not limited, to the following areas:

- Coordinate with building management on internal feedback
- Keep track and record maintenance and servicing schedules of office installation, which includes loose furniture and electronic appliances
- Procurement of snacks for weekly Friday bar and meals for events
- Procurement of office stationeries that include business cards and envelopes
- Maintain and order beverages and groceries for the pantry
- Supervision of contract cleaner, ensure that all essential cleaning supplies, kitchen appliances, cutleries are adequate and the pantry is neat and clean
- Handle invoices and Cheques recording, Cheque recording will cease by 2025 when Cheques are no longer permitted by MAS

Other administrative duties
- Clearing of workstation for onboarding staff, issue welcome pack to new hires
- Provide admin support such as scanning, bulk photocopying and filing when required
- Setup accounts for employees’ access and transportation, manage feedback and termination of account
- Provide ad hoc admin support to business travelers
- Cover basic duties of Head of Facilities in her absence

MANDATE
- Full mandate for the areas outlined in job responsibility

KPIs
- Punctuality - The receptionist is expected to be seated at the reception by 8.30am sharp to welcome any walk-in clients or calls
- Answer incoming calls within the first 3 rings
- Greet all clients with a friendly and approachable smile, be pleasant and offer assistance in a positive manner
- The pantry essential supplies are adequate at all times, pantry is neat and clean
- Achieve mínimal complaints from users
- Ensure that all essential office stationeries and supplies are adequate at all times
- Source for new vendors for Friday bar, making sure that meals / snacks provided are healthy and expenses are within budget

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