Receptionist and Office Administrator

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Job Description:

As our Receptionist and Office Administrator, you will play a crucial role in creating a positive first impression for all visitors and overseas staff, as well as supporting all employees with their daily requests and ensuring seamless office operations.

Main Responsibilities

• Managing the reception desk and being the first point of contact for all visitors and overseas staff, ensuring a warm and professional welcome.

• Managing all areas of the office to maintain and clean and organized office environment.

• Answering incoming calls , forward calls and taking messages to recipients where needed.

• Welcoming and assisting clients and visitors, providing exceptional customer service and addressing their inquiries.

• Offering a warm welcome to all employees and guests, offering refreshments, making necessary bookings, communicating with IT support regarding any technical assistance that may arise.

• Organizing office client catering where needed, and working with multiple vendors.

• Notifying the relevant contacts promptly of visitor arrivals, ensuring smooth communication within the organization.

• Maintaining a clean and well-presented meeting room environment for a professional atmosphere, before and after all meetings.

• Scheduling meetings outside / in house, assisting in organizing meeting room bookings and ensuring efficient use of meeting room suites, along with assistance in organizing calendars where needed.

• Assisting visitors and employees with hotel bookings and local ground transportation where needed.

• Managing and coordinating visitor access cards, maintaining accurate records, and ensuring a secure and efficient sign-in process.

• Handling internal and external emails, promptly responding and forwarding them to the appropriate recipients.

• Sorting incoming and outgoing post, ensuring timely and accurate distribution.

• Replenishing stationery supplies to ensure availability for staff and working with the vendors where needed.

• Managing the panty by restocking drinks, fruits, and snacks, ensuring a pleasant and comfortable environment for all.

• Placing weekly orders for refreshments and coordinating their delivery & working with the vendors if any problems arise for a smooth weekly process.

• Ordering and maintain the water and coffee machines, cleaning and arranging maintenance where needed.

• Ordering Periodicals & working with our PR team.

• Ordering all corporate printings such as business cards etc.

• Booking Couriers and passing all documentation onto the courier provider.

• Communicating with administration teams of other offices globally regarding post-relates issues are resolved (Customs declarations, registration of documents etc).

• Coordinating where needed with the office cleaners, and maintaining a good relationship with them for both Daily & Evening cleaners and taking necessary actions where needed if any issues may arise.

• Serving as the primary point of contact with the Landlord reception team, fostering positive relationships and addressing any facility-related concerns, (e.g. Ventilations, heating systems and any tasks that may arise).

• Booking Corporate photos, communicating internally and externally & working with IT to upload information where necessary.

• Internal communicating within the office for a smooth and tidy working environment

• Maintaining the reception handbook, travel handbook & updating all other necessary records where needed.

• Helping and assisting the Executive Assistant in coordinating dinner reservations for employees and guests.

• Assisting the Executive Assistant with daily administrative tasks as required.

• Assisting the Executive Assistant in organizing company events.

Profile

• A-Level education or equivalent

• Minimum 5 years of experience in a similar receptionist or office administrative role.

• Proficient in using Microsoft Teams, Outlook, Word, and Excel for effective communication and documentation.

If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success.