Overall job objectives
Responsible for manning the reception area by providing timely and efficient services to visitors and employees.
Provide support to Director.
Core responsibilities
- Responsible for the accurate data and update of information in all databases, corresponding it to the shared database (CMS, TMS, CRM etc)
- Responsible for handling all incoming calls courteously and professionally by providing accurate information to the callers.
- Receive all members and visitors professionally and to assist them with enquiries on behalf of the organization.
- Ensure the tidiness and cleanliness of the reception area and meeting rooms at all times. If necessary, liaise with the service providers to clean the common areas when there is heavy traffic.
- Maintain, schedule and update the meeting rooms bookings and uploaded to the public calendar for viewing
- Maintain and update members’ records.
- Schedule and arrange of committee meeting for members
- Assist to book accommodation at the corporate hotels and provide any ad hoc services requested.
- Assists in general administration tasks and provide secretarial support for Executive Director and Chairman.
Job specifications
- Demonstrate ability to handle work professionally, independently and efficiently with a strong customer service mindset.
- Possess effective organizational and follow-up skills, paying attention to detail.
- Good working attitude and interpersonal skills and able to interface with all levels, internally and externally, in a professional and responsive manner.
- Attention to details and ability to multi-task and prioritise
Key deliverables
- Efficient and professional office services are provided by the office management office or service providers and the reception area and its surrounding common facilities are kept clean and tidy.
- The meeting rooms have all the necessary equipment and they are well maintained.
- Manage and update information in all databases, corresponding it to the shared database (CMS, TMS etc)
- Provide support to Director
