Client Executive

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What

Where

Shift 1 :
Monday to Thursday from 8am to 5:30 pm / Friday from 8am to 5pm

Shift 2 :
Monday to Thursday from 8:30am to 6pm / Friday from 8:30am to 5:30pm

Objective of the Role

The Client Experience Assistant is the first point of contact for visitors, clients and staff. This role is responsible for delivering a professional, welcoming experience while supporting a wide range of administrative and operational functions. The position requires consistent punctuality, strong interpersonal skills, attention to detail and the ability to manage client-related matters with discretion and efficiency.

Key Responsibilities

A. Visitor and Client Management

• Greet and assist all clients, guests, employees and VIPs including company leaders with professionalism, courtesy and attentiveness upon arrival.
• Provide accurate information and directions regarding clinic hours, room bookings, shuttle schedules, transport access and department contacts.
• Assist with kiosk registration and grant gantry access to visitors, employees, and new hires.
• Ensure the reception and waiting area remain clean, organized and presentable at all times.

B. Customer Service

• Respond to inquiries promptly, either directly or by connecting to the relevant department.
• Assist in resolving visitor or client issues, maintaining a positive company image.

C. Room Reservation Management

• Manage all room bookings, including A1 Plaza, Seminar Room A & B, Function Rooms, Karaoke Rooms, Mahjong Rooms and BBQ Pits.
• Ensure accurate confirmation of reservations, manage any changes or cancellations, and proactively resolve booking conflicts where necessary.
• Maintain detailed and up-to-date records of all bookings in the system.
• Be mindful to check bookings made for weekends or public holidays as these may require advance planning for room setup support. Overlooking such bookings may result in setup not being arranged in time.
  
  Note:
  
  Weekend bookings may incur additional charges for air-conditioning extension, STIE support and cleaner support. Please ensure these are arranged in advance and the requester is informed accordingly.
• Staff are expected to take ownership of the reservation process by asking appropriate questions to understand the purpose of the booking, helping to filter and assess if the request can be accepted.
• Guiding requesters to select the most suitable room based on the duration of use, number of participants or attendees and type of event/client needs.

D. Administrative Support

• Sort, date‑stamp, and distribute incoming Sing Post mail.
• Ensure all incoming mail is clearly labelled with recipient details (department, cost centre).
• Notify recipients of mail collection and follow up on unclaimed items.
• Manage registered mail by acknowledging receipt and signing on behalf of the recipient; ensure proper tracking and secure handover.
• Manage business name card applications:
  • Verify accuracy of application details.
  • Coordinate with HR and printing vendors.
  • Track delivery, quality‑check printed cards, and arrange secure collection.
• Process related invoices through Acu Buy in a timely and accurate manner.

E. Courier & Department Support

• Arrange and coordinate local and international courier services.
• Prepare documentation and track deliveries.
• Communicate delivery updates and handle any logistical issues.
• Process courier invoices accurately and on time via Acu Buy.

Daily Responsibilities

• Submit a photo of the daily meeting/event list every morning (mandatory).
• Maintain a tidy, professional, and welcoming front desk environment at all times.

Professional Conduct

• Maintain a professional dress code and grooming at all times.
• Office jackets are to be worn at all times as part of the standard attire, ensuring a consistent and professional look.
• Stay observant and proactive, especially during morning peak periods monitoring kiosks, lift areas, and visitor flow to ensure a smooth experience.

Others

• Any other business – Provide support for ad‑hoc operations during peak periods or events, event on short notice as needed.

We…