JOB PURPOSE

Providing office administrative services by effectively implementing and monitoring the administration procedures & policies to ensure efficient daily office service operation.

KEY RESPONSIBILITIES

• Handle all incoming calls in professional manner or taken notes appropriately.

• Produce call report and update telephone list in the office monthly.

• Warmly welcome and guide guests thoughtfully.

• Issue and collect fully visitor access card for guest visit company.

• Manage in-coming and out-going documents effectively to ensure proper distribution

• Manage office facilities booking (meeting rooms and other facilities)

• Support other departments in welcoming guests or in organizing staff events, etc. as necessary.

• Control and purchase related office supplies including stationery, water, flower, refreshment for pantry, etc...

• Handle customers complaints and follow up to solve the problem if necessary.

• Negotiate service contracts with vendors and handle arising issues during contract execution (if assigned)

• Book  air-ticket and accommodation for staffs and visitors

• Monitor minor office repairs such as light change, chair fixing…

• Make monthly administrative reports on stationery, flower, air ticket and petty cash

• To assist other colleagues and carry out tasks appointed by direct supervisor or department head for achieving the setting goals of the team and the Company.

• Perform other task as appropriate within competence as assigned by supervisor from time to time.

ACCOUNTIBILITIES

• Ensure to provide an efficient and high quality telephone servicing to enhance customer experience. • Ensure reception area clean and tiny all the time.

• Ensure the office access card to be issued to all guest visit the company.

• Ensure the services are strictly complied with company’s procedure & regulation.

KNOWLEDGE AND SKILLSETMandatory

• Customer service & Communication skills

• Basic office software as Word, Excel, Power point...

• Good English  

Job’s attributes:

• Service mindset

• Resilience.

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