Administrator - Receptionist

Act as the main point of contact for the guests/visitors to the company upon their arrival until departure and ensure visitors to the office are greeted and received warmly, given correct information and directed to the respective person, meetings and help as appropriate and in a pleasant, friendly manner ensuring effective customer service.

• Coordinate visitor/client requests as relevant to ensure that visitors/clients have excellent visitor experience for increased customer satisfaction and the fulfillment of departmental goals.
• Ensure all visitor arrivals are logged correctly to maintain accurate records and issue/collect visitor access cards to verify the presence of all visitors in the premises.
• Liaise with the tenants for cross verification of the visitor access.
• Provide support for VIP delegate visits ensuring that all visits are in line with defined guidelines and as per company protocol. Including liaising with the security team as and when required.

• Assist in adhoc tasks assigned to facilitate smooth operations for the business to ensure that the overall objectives of the department are met (Valet tickets etc.)
• Maintain inventory of the valet tickets by tracking the valet tickets consumption.
• Maintain weekly tracking of the visitor access cards
• Handle all incoming /outgoing mail and documents, stamp them on receipt, segregate and distribute/ dispatch to the correct addressee to ensure accurate distribution of mail and important documents are not misrouted.
• Handle all incoming and outgoing telephone calls professionally and direct the calls to respective people to ensure all calls are proficiently handled.
• Coordinate with the Driver/Messengers to monitor movements of collection/ delivery of documents to avoid loss/error of documents in transit.
• Ensure that the reception desk is manned, operationally prepared and always stocked.
• Update and maintain contact lists of all tenants/owners to ensure that a comprehensive database of contact is always maintained.
• Maintain compliance with policies, processes, procedures and practices in all operations to fulfill the business objectives.
• Ensure the front office and reception area is kept clean, tidy and presentable to reflect the Company’s image.
• Provide administrative and clerical services to guests and the team such as photocopying, faxing,
• mailing, data entry etc. as and when required.
• Provide information to walk-in owners requesting information on service charge or community
• classes.
• Assist in collecting cheques and completing payment transactions via POS machines.

• Preferred certified Administrative Professional IT Skills