Receptionist (Head Office)

POSITION OVERVIEW: Act as the first point of contact for visitors and callers and undertake a range of other administrative tasks as identified by Manager.

RESPONSIBILITIES:

Reception:

• Welcome guests with gentle voice and smile.
• Ensure that the front and rear entrances of the office are clean at all time.
• Switch on/off all lights in the office and check cleanliness of the reception and all meeting room.
• Levels of cleanliness or any maintenance issues at reception and take necessary steps/action to remedy.
• Phone answering and delivering.
• Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Programmed. Booking meeting room as request by department.

Administration:

• Making all payment request and administration payment of department;
• Booking and arranging lunch activities;
• Booking and checking payment of hotel, air ticket, and travel as request.
• Notice to expat 45 days before their ending of Visa, work permit, resident card.
• Apply visa, work permit, resident card as request and approve from Manager.
• Process taxi invoices and draw up paperwork to ensure costs are allocated to the relevant departments.
• Provide office supplies (Stationery) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price.
• Update monthly Savills HCM - Office contact detail
• Assist Manager in activities as request.

REQUIREMENTS:

Education

• Bachelor’s degree required in Business Management, Marketing,… 

Communication skills

• Strong interpersonal, negotiation and communication skills, for liaising with colleagues, customers;  

PC skills

• The ability to work with IT resources such as databases and spreadsheets, for the collection and management of information 

Experience

• 1 year experience in related field would be an advantage 

Language

• Proficient English (both speaking and writing) 

Key characteristics

• Excellent communication, interpersonal and writing skills;  
• Driven, competence, flexibility and a willingness to learn;  
• Excellent organizational and time management skills with the ability to multi-task;  
• Literacy, for writing reports and presentations;  
• Ability to work effectively under pressure.  
• Creativity, imagination and the ability to use initiative;  
• Good teamwork, analytical and problem-solving skills;  
• Business-related awareness and a good knowledge of current affairs.