Workplace Management Associate

1 week ago

Singapore DFS VENTURE SINGAPORE (PTE) LIMITED Full time

Position Summary

We are looking for a pleasant **Workplace Management Associate **to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make.

The goal is to make guests and visitors feel comfortable and valued while on our premises.

**Responsibilities**:
(1) Front Desk Management
- Keep front desk tidy and presentable with all necessary materials
- Set up, coordinate with IT and ensure that office-closure message is turned whenever office closes.

(2) Visitors Management
- Greet visitors courteously and manage the Visitor Registration Portal.
- Allocate desks/rooms for overseas guests and ensure that the equipment are ready prior to arrival of guests.
- Organize hotel accommodation and car pickups, if necessary.

(3) Conference Rooms I Meetings I Video Conferencing
- Control bookings of conference rooms and audio/visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing if required.
- Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.
- Ensure that stationery items in conference rooms are replenished
- Ensure that fittings, lighting & equipment at reception area and conference rooms are working properly, including reporting to Workplace Management team for servicing.
- Organize meals and refreshments for events (meetings, training, seminars, etc) if needed.

(4) Mail Management
- Record incoming and outgoing courier; arrange courier pickups and deliveries.
- Reconcile courier invoices for Finance.
- Organize and record outgoing post, purchase and record postage stamp.

(5) Suppliers and Supplies
- Place orders of pantry, and water supplies.
- Check and record suppliers' invoices before submitting to Finance for approval.
- Manage car parking payment with landlord.

(6) Others
- Circulate emergency contact info lists.
- Arrange and circulate reception coverage as and when necessary.
- Assist with bookings & coordination of conferencing facilities.
- Assist Workplace Management Manager with ad-hoc duties.
- Book taxi for fee earners & guests as and when required.

As we require the front desk to be covered from 9am till 6pm (Monday-Friday), absences will need to be communicated to the Workplace Management team early so that arrangements can be made accordingly.

Key Skills and Attributes
- Highly motivated self-starter with the ability to work independently and have a high level of initiative to make improvements;
- Ability to influence stakeholders at all levels of business with strong communication and relationship building skills;

**Qualification Standards**
- A positive attitude and excellent communication skills.
- Ability to remain calm whilst under pressure.
- Ability to handle information professionally and confidentially.
- Preferably with at least 2 years of working experience in similar function

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