Front Desk, Office

COMPANY DESCRIPTION

**BW Epic Kosan** owns and operates a fleet of 76 modern and high quality fully pressurised, semi-refrigerated and ethylene capable gas carriers providing seaborne services for the transportation of liquified petroleum gas (LPG), petrochemicals and other speciality gases. We are headquartered in Singapore, with offices in Copenhagen, London, Manila and Tokyo. Our vessels serve as a crucial link in the international gas supply chains of leading oil majors and commodity trading houses throughout Southeast Asia, the Middle East, Europe, West Africa and the Americas. We employ approximately 2000 seafarers and a multi-national team of 204 shore-based staff.

DESIGNATION : FRONT DESK, OFFICE & HR ADMINISTRATOR

RESPONSIBILITIES

Reporting to the Manager, HR & Admin, your **Key Duties & Responsibilities** are as follows:
**Receptionist Duties**
- Manage the front desk reception, maintains security and telecommunications system during office hour.
- Manage Visitor Management System (VMS) for Guests and work in consultation with IT department to ensure the maintenance of the system.
- Manage collection and distribution of incoming and outgoing business mails and packages.
- Oversee the management of office groceries and stationery.
- Assist all departments to send out Request for Storage Management services as and when required.
- Oversee updating of BW Epic Kosan contact lists.
- Ensure staffs’ introduction and photographs are saved in the Shared Drive.

**Office Administration Duties**
- Briefing of employees on Workplace, Safety and Health (WSH) procedures and related matters as WSH Officer.
- Oversee Company recycling programme including the recycling management and maintenance.
- Overseeing office cleaning and maintenance related matters including renewal of contracts.
- Supervise the office cleaner.
- Oversee matters related to safe management measures to ensure compliance with government regulations and company’s policies.
- Work in consultation with Social Media Committee in planning and posting on Company’s active media platforms.
- Oversee season parking related matters.
- Assist in serving beverages to senior management staff’s guests.
- Assist in booking taxis for senior management staff and visitors, if requested.

***HR Administration Duties**
- Ensure proper onboarding and offboarding of staff
- Posting Job Advertisements in Company Career Portal and Social Media platforms.
- Maintain corporate accounts with travel agencies and hotels. Book air tickets and hotels for new hires and their dependants and staff from other offices when visiting to Singapore.
- Overseeing submission of claims at government bodies.
- Updating BW Epic Kosan Insurance on additional and/or cancellation.
- Oversee all leave related matters in HRIS system.
- Work in consultation with the HR Director in planning and organising corporate and CSR related events.

QUALIFICATIONS
- Diploma in Business Administration or relevant discipline, preferably with 1-2 years’ work experience as Front Desk Administrator / Receptionist / Secretary. Fresh graduates may also apply.
- Ability to communicate effectively in English language with all levels of staff and work independently in a fast-paced environment under tight timelines.
- Meticulous and detail oriented.
- Resourceful, good organizational and interpersonal skills.
- Strong team player and outcome driven.
- Applicant should be Singaporean.

OTHER INFORMATION

BW Epic Kosan offers exciting and rewarding career opportunities to bright and ambitious people, who have the skills and determination to succeed in a career in the maritime industry.

Our success is attributed to attracting, developing and retaining among the best people our industry has to offer. We place great emphasis on developing talent and maximizing the opportunities for our staff to progress within their position and the company.

**Information for Recruitment Agencies**: