Facilities Administrator and Receptionist

Overview

The Facilities Administrator and Receptionist serves a dual role, managing day-to-day facility operations while also being the first point of contact for visitors and employees. This position requires excellent organizational skills, professional demeanor, and the ability to multitask between facilities management and front desk responsibilities to create a welcoming, well-functioning workplace environment.

Handling visitors

• As a front desk personnel, you will be receiving, informing and guiding visitors including co-ordination with client’s employees. You will also be responsible for maintaining the visitor log and the monthly contract list update.

Managing Frontdesk area

• You will be responsible for maintaining the front office, reception area and all meeting and conference rooms in the client areas. Ensure that they are clean, presentable and are in compliance with regulations or requirements of the client.
• Ensure to give clear instruction and direction to the Facility Team and other functions who are supporting the office operation.
• Provide assistance to visitors and clients at the counter. Greet and welcome individuals approaching the counter. Address inquiries and provide relevant information. Ensure a positive and professional interaction with visitors.
• Direct clients to the appropriate personnel or department as needed. Maintain a helpful and approachable demeanour. Handle any immediate concerns or issues raised by visitors.
• Keep the counter area organized and presentable. Uphold a customer-centric approach in all interactions. Collaborate with team members to enhance customer service.

Phone Calls

• You will be managing day-to-day incoming and outgoing calls and maintaining telephone registers including the switchboard operations.
• You will also be managing Facilities Request Call and contribute information for inclusion in the Monthly Report submitted to the client.

Logistics & Mail Room

• You will be managing day-to-day incoming and outgoing mails (Local and Overseas). You have to record all the mails and submit Monthly Report to client.
• You will be responsible in receiving, sort, distribute mail / goods deliveries including courier deliveries.
• Manage stationary inventory levels to ensure availability. Monitor and track usage of stationary supplies. Place orders for replenishment when inventory is low.
• Manage cleanroom consumables, ordering and track usage.
• Organize and maintain a systematic stationary storage system. Conduct regular audits to track stationary inventory accuracy.
• Assist with Facilities logistics inventory management. Coordinate with vendors for timely delivery of supplies.
• Maintain records of incoming and outgoing inventory.
• Implement efficient logistics processes to optimize inventory flow.
• Collaborate with relevant teams to address inventory needs.

General administrative activities & office operation

• You are required to manage Client’s Recreation Card and supply of toners for all the photocopiers.
• You will provide assistance in general administrative activities (ie ordering of office stationeries, photocopy papers, cleanroom notebooks, etc.)
• Supporting customer’s visit, workshop and organize company events, etc.
• Inventory of stocks
• Manage general office operation. Can give clear instruction and direction to the facility team and other functions who are supporting the office operation.
• You will also contribute information for inclusion in the Monthly Report submitted to the client.
• Performing ad-hoc administrative duties which may be assigned.
• Manage access control and security procedures for the facility.
• Support facility-related tasks, such as coordinating repairs and events.
• Handle basic administrative tasks, such as data entry and filing.
• Keep track of office equipment and arrange for maintenance.
• Maintain accurate records and documentation as required.
• Collaborate with various departments to ensure smooth operations.

To apply you need to be:

• You have at least 2 to 3 years of experience in a similar role in a corporate environment.
• Good communication skills for interfacing with executives
• Basic knowledge of MS office such as PowerPoint, excel and MS Word.

You are able to carry yourself well and present a professional and friendly corporate image to clients. You are also able to confidently interact with all levels of the organisation from Heart of Department to Cleaning Contractors and learn new systems quickly.

You can communicate well with senior leadership and stakeholders and interfacing with Executive.