Job Description
RECEPTIONIST / TEAM ASSISTANT
Functional overview
The purposeof Asahi Procurement is to safeguard the existing value and to unlock new sources of sustainable value for Asahi, our customers, and the planet. This is done through partnering with Asahi business stakeholders and a high-performing supplier network.
Procurement capabilities are mobilized to improve product and service quality, mitigate risks, drive total cost of ownership and infuse top-line growth for Asahi local businesses.
Asahi Procurement aspires to be the partner of choice for internal clients as well as for external suppliers; trusted for being an inspirational business advocate; connecting people and driving sustainable procurement value; while aiming to achieve operational and transactional excellence to ensure business continuity.
Excellence in procurement is achieved by establishing strong partnerships for strategic internal and external cooperation,as well as responding innovatively and agilely to business disruptions and challenges.
No matter if Procurement people are based in Japan, Australia, Malaysia, Europe or any other location, there is a one-directionapproach used to maximize value delivery in a consistent way.
Cost and Net Working Capital efficiency is equally important as proactive risk management is. The aspiration for continuity, sustainability,and circular economyis reflected in everything we do. Moreover, Procurement employees are not only experts in their categories but also ambassadors for corporate social responsibility. Following the Asahi Group philosophy, Procurement thinks globally and acts locally.
Job title
Receptionist / Team Assistant
Qualification criteria
· GCE ‘O’ / ‘A’ Level
· 2-3 years of experience in front desk, receptionist, and administrative experience
· Pleasant personality with good verbal and written communication skills
· Effective interpersonal skills
· Basic PC skills with MS Office applications: Word, Excel, PowerPoint, Outlook
Reporting to
Human Resource Director
Main interfaces
Internally
GPO Leadership team
GPO employees
Externally
Vendors
Main purpose of the job
Coordinates all front desk and team support duties (e.g., managing and coordinating meeting room calendars, arranging courier services etc.)
Accountabilities and deliverables
Front Desk responsibilities
1. Ensures, in alignment with relevant GPO teams and vendors, the setup of services needed for effective and efficient operations of the GPO office, making sure all services meet the agreed level.
· Perform general receptionist duties, i.e. answering, screening and directing incoming calls to the appropriate personnel.
· Attend and receive guests at reception in a professional manner.
· Manage and coordinate meeting room calendars.
· Assist with meeting room bookings, arrange refreshments, and tidy up the rooms after meetings.
· Arrange postal services (local and international), sorting of incoming mails and posting of outgoing mails.
· Arrange courier services (local and international) whenever needed for all items including corporate gifts or items between regional offices.
· Assist in pantry, office, stationery supplies orders and business cards requisitions.
· Floor facilities coordinator.
Team Support responsibilities
· Coordinate travel arrangements (booking of flights, hotels transfers visa, etc.) for the assigned staff/Director(s)
· Prepares and submit expense claims for the assigned staff/Director(s) in a timely manner.
· Assist with vendors’ maintenance requests, requirements, and collation of information.
· Prepare and submit invoices and expenses.
· Attend to requests on building and office matters.
· Attend to requests for booking of meetings for visitors.
· Assist in organizing event/conferences.
· Assist with Health and Safety admin matters.
· Assist with onboarding and offboarding of employees.
· Ad hoc admin matters and duties as assigned.
What we offer:
This will be a permanent role with Asahi Global Procurement.
Benefits includes Health insurance, Life insurance, Dental coverage etc.
