Position available to fill: Receptionist, Administrative Officer
Job Purpose Summary:
The incumbent will be responsible for all organizational tasks covering Administration, Facilities Management and Reception.
Job Responsibilities:
- Act within the limits of the powers delegated to the Incumbent
- Conduct reconciliations of the inventories and stationeries
- Promotes cost consciousness and efficiency.
- Minimize costs, avoid wastage and optimize cost benefits for the Bank
- Ensure customer satisfaction all times and resolve internal customers’ requirements timely and effectively.
- Provide timely and accurate information to the external and internal auditors and Internal Control and Compliance functions as and when required.
- Build and maintain strong and effective relationship with Internal Customers and all other related units of the Group to achieve goals/objectives.
- Sort, record and distribute incoming mails
- Sort, record, distribute incoming and outgoing SWIFT and FAX messages
- Maintain and reconcile postage stamps, mail and record outgoing and registered mails.
- Prepare and receive local and overseas couriers and/or parcels
- Order office and pantry supplies as well as maintain and reconcile inventory of stock
- Issue building access cards and manage/reconcile its inventory
- Manage office expenses against budget on a monthly basis
- Coordinate with Building Management and Vendors over office maintenance
- Co-ordinate and ensure cleanliness of conference room and meeting rooms with Pantry/Cleaning Lady
- Co-ordinate and ensure cleanliness of the office and pantry with Pantry/Cleaning Lady
- Perform data collection and prepare annual sustainability report for submission
- Perform monthly checks and reports on quality assurance on Facilities
- Act as the first point of contact for Corporate visitors, couriers, vendors
- Greet and welcome Corporate visitors as they arrive at the office
- Direct visitors to the conference room and to appropriate person upon arrival
- Attend to the telephony. Answer, screen and forward incoming calls to the appropriate person.
- Booking of Conference and Meeting Rooms
- Schedule meetings and update calendars
- Carry out assigned tasks as and when assigned by Head of Centralized Operations
Job Requirements:
- Diploma or GCE ‘O’ Levels with relevant experience.
- Minimum of 5 years’ of working experience
- Good communication skills and proficient in English (both written and oral)
- Highly customer-oriented.
- Pleasant and with good interpersonal skills
- Knowledge of MS Office (Excel, Powerpoint, Word)
- Ability to multi-task and good organizational skills
