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Receptionist

3 weeks ago

Singapore Trafigura Full time

Main Purpose:
The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.

To provide a concierge image of:

- Being helpful and approachable to our guests and internal staff
- To focus and to provide the very best in “guest service”
- Reception areas must always be in a clean and neat environment

Knowledge Skills and Abilities, Key Responsibilities:
Key responsibilities- Attend to phone calls and transferring them to the appropriate person or department.- Taking messages and forwarding them to the appropriate person, if needed- Backup Receptionist during 1-hour lunch break and absences when required- To maintain registers of courier transactions and outgoing mails and to reconcile with Accounts- To coordinate outgoing and incoming courier pickups and deliveries- To ensure that incoming faxes are distributed or forwarded to respective staff or department- Update the telephone directory regularly- Collect mails from the building post boxes- Record the operation of equipment such as coffee machine, kitchen appliances, board room equipment as well as equipment in all meeting rooms- Assist in booking arrangement with meetings and video conferences setup- To respond to requests in changing lighting tubes, air-conditioning, toilet malfunctioning, etc.- To liaise with building maintenance team to service the requests- Assist in bookings of taxis and restaurants- Attend to guests, serving of beverages and meals- Ordering and collection of food for Breakfast/Lunch meetings and Board meetings- Setting up tables and arranging chairs for meal service-
- Ascertain purpose of visit and inform staff accordingly- Issue visitor passes and ensure all visitors are escorted into the office premises by staff- Attend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipient- Ensure that all meeting rooms and front lobby areas are cleaned and well-maintained and all chairs and sofas are neatly arranged and the tables are cleared of drinks- To keep the reception area to a high standard and maintain stacks of company publications on display shelving- Able to work on some weekends for events and meetings and assist with catering orders

Knowledge, skills and abilities- Minimum 3 years and above of relevant experience with good phone etiquette- Ability to communicate effectively and work in a diverse environment- Understand the necessity for confidentiality- Motivated, enthusiastic, organised and able to multitask- Diploma and above

Key Relationships and Department Overview:
Internal and external stakeholders