Service scopes are as following but not limited to :

·        Front Desk Service

·        Receptionists have to be an image of the company.

·        Provide a friendly, welcoming and professional first impression to all & ensure all exiting guests receive a personalised, friendly and courteous farewell.

·        Maintain high standards of presentation in the reception area and office operation duties.

·        Ensure guests and visitors are appropriately attended to, accommodated and comfortable for the duration of their visit.

·        Register incoming visitors/guests using the Visitor Management System, if applicable.

·        Ensure that service providers, contractors and vendors are received, directed & escorted appropriately according to their purpose of visit.

·        Announce visitors to the appropriate host & assist visitors with any required attention (e.g. access to facilities, provide information etc)

·        Work with office cleaner to maintain public areas (reception lobby, pantry & meeting rooms) in a clean and tidy condition.

·        Become a subject matter expertise (SME) in respect of the front of house facilities and systems such as basic operation of AV facilities, environmental controls, and other enabling systems.

·        Ensure conference rooms are appropriately setup and configured according to the Room Preparation Guide.

·        Coordinate with client on meeting room reservations and attending to enquiries.

·        Manage telephone engagement such as answer incoming calls, with proper greetings; pick up phone in 3 rings. Timely and effective communication at all times.

·        Ensure appropriate cover for incoming telephone service at all times during business operating hours (including lunch hour support)

·        Keep Front of House area in a prestige condition at all times.

·        Ensure all visitors display the appropriate identification badges.

·        Provide administrative support and ad-hoc duties as required

Key Result Areas

1.      Prioritize tasks so that the most important work gets accomplished.

2.      The timely preparation and submission of payroll and notice of change forms.

3.      Maintaining accurate & updated employee records

4.      Maintaining an up to date FM employee contact list.

5.      Promptly generating orders and client quotations.

6.      Promptly and accurately updating the GRR each month.

7.      Maintain accurate and up to date of all FM financial activity.

8.      Computation and summary of FM monthly inventory reports.

9.      Assist in the preparation of the FM department monthly report via the collecting & summarizing of data.

10.   Responsible and adherence to all Safety, Health and Environment Procedures and Reporting

11.   Any other ad-hoc projects as assigned by Management

Tagged as: admin, lễ tân, receptionist