Receptionist

Job Purpose

To manage the client Reception desk in a very professional and efficient manner, delivering utmost customer service and perfectly in line with Service Level Agreements.

Key Tasks

• Ensure the Reception is covered without fail during working hours (8.30AM to 5.30PM) with minimal breaks for lunch, refreshments etc.
• Ensure calls are dealt with in a welcoming, courteous and professional manner,seeking to anticipate their needs where possible.
• Provide Superior Customer Service in all areas & aspects.
• Make sure the visitors are directed to respective departments, after proper review of their information and requirements (maintaining integrity).
• Be very polite, helpful and cooperative with client staff, visitors and contractors.
• Act as a Helpdesk for staff complaints and inform Facilities Manager (FM) without fail.
• Assist staff in preparing new office access, Landlord access & parking cards and other as desired from time to time.
• Maintain security and safety standards as required, ensuring that visitors are recorded in log book, escorted and contractors do not have access to areas without the appropriate authorization or supervision maintained.
• Administer car hire and travel document processes.
• Administer the booking system for conference rooms and workrooms. Ensure Meeting room is ready for business conduct.
• Ensure invoices received are send for approvals with cover sheets.
• Once approvals are received, update the invoice tracker and send to Finance dept. on a timely manner.
• Update the Purchase Order tracker and monitor on frequent intervals to verify if invoices for POs are received on time.
• Update Budget tracker for consumable procurements. Update invoice tracker.
• Prepare work Orders in Maximo/ FMP portal as per guidance of FM.
• Manage couriers and mails in an efficient manner and without delays.
• Coordinate with Landlord for any maintenance requests in absence of FM or under FM guidance.
• Flexible in working hours during the vacation duration of your counterpart in reception.
• Totally abide by all company policies; and local regulations and laws, wherever applicable.
  
  

• Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Follow required emergency prevention and operational controls.
• Report all accidents, occupational illnesses and emergencies.