About the Role
Our Administrative team in Singapore supports FTI Consulting’s daily activities at the most essential levels.
As a Receptionist, you will act as the first point of contact for all guests, clients and visitors to the Singapore office during office hours. You will assist with redirecting phone calls, electronic faxes and messages, managing meeting room bookings, coordinate courier services as well as various ad hoc administrative duties.
What You’ll Do
Telephone Calls, Voicemail, Mail and Fax
- Answer, transfer, and forward all incoming phone calls professionally and ensuring they reach the recipient in a timely manner.
- Take accurate telephone messages, record all relevant information such as date, time, name of caller, caller’s company, telephone number.
- Distribute phone messages to appropriate staff members via email or teams message within 5 minutes
- Maintain up to date office and staff contacts
- Manage all incoming deliveries, ensuring they are dealt with promptly and correctly including mails, faxes, parcels and courier packages, either directly to the recipient or in their lockers
- Label and frank mail, record postage, arrange registered mail and post letters
Meeting Rooms/ Greeting Guests
- Maintain and review booking system ensuring no conflict and attend to any queries
- Set up of meeting rooms in configuration that is required
- Maintain meeting room tidiness
- Meet and greet all guests and visitors, ensuring always presenting a professional company image . Escort them to meeting room, offer and arrange refreshments.
- Confirm logistics details with the meeting owner (eg. number of guests, names, and any room set up required) and host on Teams meeting, phone or email once their guests and visitors have arrived
- Coordinate with pantry lady to ensure all logistical requirements are prepared and set up is complete at least 15 minutes prior to the start of meetings
General Office Administration
- Keep front desk clean, tidy and equipped with all the necessary supplies
- Maintain stationary inventory and top up paper supply in the photo copiers
- Responsible for arranging courier services (local and international) whenever needed for all documents and items including corporate gifts between client and regional offices.
- Purchase stationery and pantry supply from assigned vendors and update monthly cost
- Work closely with Tea Lady to ensure all pantry equipment / pantry stock are properly set up and maintained every day. Ensure the pantry is clean and tidy.
- Ensure regular shredding cycle of all confidential documents.
- Maintain office equipment warranties and servicing details
- Maintain records of employee mobile plans and monthly billing
- Check internal and external meeting rooms online bookings reconcile with actual usage
- Maintain access cards, office cabinets and staff lockers inventory. Safekeep office keys
- Assist in running reports, scanning, filing, copying, faxing, binding, labels and formatting letters
- Involve in internal networking and external Marketing events where required
- Manage the submission of accounts payable invoices from vendors ensure accuracy and timely process
- Distribute and circulate building memos to staff as needed
- Run errands, admin support or ad hoc duties as assigned by Office Manager
Basic Qualifications
- Minimum of 2-3 years of admin or receptionist related experience in multi-cultural environment.
- Professional telephone manner and screening ability
- Well organised, customer oriented and strong interpersonal skills
- Punctual and good attendance record
- Proficiency in Microsoft Office (Word, PowerPoint, Excel and Outlook) and good administrative skills (faxing, copying, binding and scanning)
- Proactive, resourceful and dedicated to meeting deadlines
- Detail oriented, ability to prioritize, multi-task and work with minimal supervision
- Self-motivated, problem solving, and have positive working attitude
