Position: Receptionist cum Admin Assistant (1 Year Renewable contract)
General Description: This role is responsible for assisting the full spectrum of administrative functions.
Scope & Responsibilities:
- Report to the Administrative Manager;
- Ensure the reception area is neat and tidy at all times;
- Assist in the full spectrum of administrative tasks;
- Receive visitors (e.g. courier service, handyman, etc.);
- Receive guests by greeting, welcoming, and directing them to the appropriate person or meeting room;
- Serve and take drinks for the directors;
- Serve guests with drinks and/or snacks and promptly attend to queries and requests;
- Scan, print, photocopy, fax, and filing documents as instructed;
- Handles incoming calls with tact;
- Manage bookings and upkeep of meeting rooms, ensure rooms are neat and clean and related stationeries are well prepared in good condition for the next meeting;
- Manage general upkeep of the office area, supervise cleaner;
- Ensure the daily smooth operations of office equipment, lightings, air-cons, etc. to avoid any work interruptions, monitor the expiry of the equipment contracts and seek approval before renewal;
- Coordinate courier service, collect mail from the mailbox, sort and distribute mail, faxes and other documents to the indicated recipient;
- Maintain records of incoming and outgoing mail, courier service and documents;
- Make travel arrangements for the traveler (s) including flights, hotels, transportation, passes, and visas as and when needed;
- Need to coordinate with external vendors and contractors to ensure the office facilities are always in good condition for use as and when needed;
- Manage and update records of inventories such as office supplies, pantry supplies and corporate gifts;
- Arrange, order and organize all inventories when stocks are running out or as needed;
- Arrange and order staff business cards when needed;
- Order and arrange to deliver corporate gifts, and related Season Greetings gifts to the indicated [CN1] recipient when needed;
- Assist in designing electronic greeting cards or order paper greeting cards and send them to the indicated recipient when needed;
- Source for new vendors with the most cost-effective solution when needed or instructed;
- Prepare bi-monthly company newsletter and publish it upon the Administrative Manager's approval;
- Assist in planning and arrangement of staff welfare activities;
- Carry out other duties and responsibilities assigned by the Company from time to time.
Requirements:
- Minimum of 1-year relevant experience;
- At least a GCE O' Level equivalent or higher qualification;
- Entry-level applicants are welcome to apply;
- May need to make travel arrangements after office hours due to global time zone differences when required;
- May need to liaise with outside vendors after office hours when required;
- A problem-solving mindset is a must;
- Independent, fast learner, and meticulous;
- Good telephone etiquette and customer service orientation;
- Keen to learn and possess a positive attitude;
- Pleasant and good interpersonal skills;
- Able to multitask when necessary;
- A team player with good communication skills;
- Proficient in MS Word, Excel, PowerPoint, and Outlook;
- Normal office hours for the Receptionist are Monday to Friday, 8.00 am to 5.30 pm.
Interested candidates, please send your detailed resume, state your expected salary and availability to apply, please email an updated copy of your resume/cv to:
Email address: hrsg@coastalcontracts.com
We regret that only the shortlisted candidate will be notified.
