Job responsibilities:
Reception duties
- Attend to Reception telephone operation including screen and forward incoming phone calls.
- Attend to visitors/guests’ registration, direct visitors to the appropriate person or designated location in the office premises, including issue visitor badges.
- Assist in Event/Meeting logistics, coordination and place orders for Meals, Breaks
- Meeting room setup in accordance with requestors instruction
- Coordinate with Cleaners for pre and post event cleaning
- Maintain inventory and replenish office consumables – stationeries (including copier papers), pantry supplies (including beverage, fruits and snacks), hand towels, name cards, etc
- Monthly First Aid Box check and replenish expired items (No consumables for example Panadols)
- Managing and coordinate local and international courier services, including filings on AWB to support billing
- Managing Incoming and Outgoing mails – opening letter box and apply physical postage stamp according to weight, maintaining record and stamp usage.
- Schedule/organise interviews and meetings
- Ensure reception area and front-of-house is kept tidy and presentable
- Assist in Bridgestone administrative duties such as, invoices verification/processing, filing and photocopying etc
- Support HR on Bridgestone employee(s) onboard/offboarding; in accordance with Bridgestone HR’s specific instructions.
- Perform all related and/or ancillary tasks to the above and or tasks assigned by Bridgestone.
Facilities Coordination
- Manage and coordinate cleaners’ replacement in times of absence.
- Weekly cleanliness check – general office areas and storage rooms for tidiness and cleanliness
- Constant check to ensure no blockage at emergency exit, cargo lift area
- Support/obtain quotations based on Bridgestone procurement requirements. Receive orders and process invoices.
- Track Utilities/Water consumption
- Contact Landlord for service as and when necessary
- Manage contractual maintenance schedule for example pest control services, plants and sump pump maintenance, etc
- Schedule Quarterly High Dusting for works to be carried on Saturday only.
- Schedule Yearly Annual Carpet Shampooing on Saturday.
- Coordinate with facilities vendors on faulty lightings replacement, minor repair works, office paintings
- Liaising with Landlord on toilet rolls collection, light tube replacement, aircon issues etc.
- Inventory on Fire Extinguishers and annual servicing record
- Attend to Fire Alarm triggered and immediately check with Landlord on cause.
- Maintaining servicing records and schedule; notifying users when there is/are servicing to be carried out during office hours and weekends (Pest Control, Landscaping, aircon/FCU maintenance).
- Informing Office Cleaner to collect monthly toilet consumables from Landlord once receive notification from Landlord.
- Attend OCS and Bridgestone Monthly Performance Meeting
- Email monthly recycle data collection to CSR
- Preparing and disseminate announcement for FC related notices
- Attend to service requests and track progress. Email report to Supply Chain VP/Facility Manager
- Support ad-hoc requests from Supply Chain VP/Facility Manager
Prerequisite:
- Secondary school education and above
- Able to work independently
- Preferably 3 years experience and above
- Location: Clarke Quay
- Working hours: 8.00am - 5.00pm (Mon - Fri)
- Salary range: $2,800 - $3,300
