Receptionist - temporary
Posting Date : 16 Sep 2022 | Close Date :16 Oct 2022
 


Job Title

Receptionist & Office Assistant

Business Unit

All Business Units & Functions based in Singapore

Function/Region

Administrative

Location

Singapore

Leader

Senior Leader based in Singapore Office (TBC)

People Leadership

No

Job Level

5

Role Purpose

 

Responsible for managing the Singapore office operations, providing reception services and administrative support to the Singapore office.

Accountabilities

 

·       Manage the reception area, including monitoring visitor access, overseeing meeting room bookings, handling mail delivery services, responding to incoming calls and forwarding them on to relevant colleagues.

·       Responsible for supplier management for the Singapore office, including sourcing of suppliers, contracts renewal, overseeing maintenance services, processing payment and ensure security clearance is in place for suppliers.

·       Proactively track office inventory, assist with ordering of employee business cards and managing office/building access cards.

·       Partner closely with the office building management to cascade relevant office building communication to employees and manage building tenant portal.

·       Manage, train and monitor the performance of office cleaners.

·       Responsible for maintaining a safe office environment by conducting periodic checks on first aid kits/fire extinguishers inventory and ensuring that the office environment is complying with Health and Safety measures.

·       To be part of the Singapore office Health and Safety Committee to support the implementation of Safe Management measures, provide weekly reports on staff entry and maintain required compliance documentation for government inspections.

·       Provide administrative support to the leadership team based in the Singapore office. This includes coordinating meeting schedules, processing expense claims, and organizing travel arrangements where required.

·       Support and coordinate Singapore office events, meetings, Townhalls, conferences as well as all employee engagement activities.

 

 

 

 

 

 

 

 

 

 

 

 

Values

Core Competencies:

 

Working with People

·       Demonstrates an interest in and understanding of others

·       Adapts to the team and builds team spirit

·       Recognises and rewards the contribution of others

·       Listens, consults others and communicates proactively

·       Supports and cares for others

·       Develops and openly communicates self-insight, such as an awareness of own strengths and weaknesses

Following Instructions and Procedures

·       Appropriately follows instructions from others without unnecessarily challenging authority

·       Follows procedures and policies

·       Keeps to schedules; arrives punctually for work and meetings

·       Demonstrates commitment to the organization

·       Complies with legal obligations and safety requirements of the role

 

Planning and Organising

·       Sets clearly defined objectives

·       Plans activities and projects well in advance and takes account of possible changing circumstances

·       Identifies and organises resources needed to accomplish tasks

·       Manages time effectively

·       Monitors performance against deadlines and milestones

 

Delivering Results & Meeting Customer Expectations

·       Focuses on customer needs and satisfaction

·       Sets high standards for quality and quantity

·       Monitors and maintains quality and productivity

·       Works in a systematic, methodical and orderly way

·       Consistently achieves project goals

Adapting and Responding to Change

·       Adapts to changing circumstances

·       Accepts new ideas and change initiatives

·       Adapts interpersonal style to suit different people or situations

·       Shows respect and sensitivity towards cultural and religious differences.

·       Deals with ambiguity, making positive use of the opportunities it presents.

Deciding and Initiating Action

·       Makes prompt, clear decisions which may involve tough choices or considered risks

·       Takes responsibility for actions, projects and people

·       Takes initiative, acts with confidence and works under own direction

·       Initiates and generates activity

 

Skills and Qualifications:

 

Essential:

·       Experience in senior level administration and managing office operations.

·       Good interpersonal skills, with the ability to manage stakeholders at all levels.

·       Comfortable using Microsoft Applications (Excel, Word, PowerPoint).

·       Demonstrates understanding of how to handle confidential information appropriately.

 

Desirable:

·       Strong organizational skills, with a high attention to details.

·       Ability to work independently in a fast pace, cross functional environment.

·       Collaborative mindset, with the ability to be a good team player.

Created by:

Bao Yi Koh

Date:

18 January 2022

 Interested applicants please submit an updated resume and a recent photo in MS Word format to: alice@officesecretaries.com.sg

 


Sub Specialization : Administrative;Receptionist
Type of Employment : Permanent
Minimum Experience : 1
Work Location : Singapore
   
If you encounter difficulties, please click here  for technical assistance.