Position: Receptionist cum Admin Assistant (1 Year Renewable contract)
General Description: This role is responsible for assisting the full spectrum of administrative functions.
Scope & Responsibilities:
- Report to the Administrative Manager;
- Ensure the reception area is neat and tidy at all times;
- Assist in the full spectrum of administrative tasks;
- Receive visitors (e.g. courier service, handyman, etc.);
- Receive guests by greeting, welcoming, and directing them to the appropriate person or meeting room;
- Serve and take drinks for the directors;
- Serve guests with drinks and/or snacks and promptly attend to queries and requests;
- Scan, print, photocopy, fax, and filing documents as instructed;
- Handles incoming calls with tact;
- Manage bookings and upkeep of meeting rooms, ensure rooms are neat and clean and related stationeries are well prepared in good condition for the next meeting;
- Manage general upkeep of the office area, supervise cleaner;
- Ensure the daily smooth operations of office equipment, the lightings, air-cons, etc. to avoid any work interruptions, monitor the expiry of the equipment contracts and seek approval before renewal;
- Coordinate courier service, collect mail from the mailbox, sort and distribute mail, faxes and other documents to the indicated recipient;
- Maintain records of incoming and outgoing mail, courier service and documents;
- Make travel arrangements for the traveler (s) including flights, hotels, transportation, passes, and visas;
- Need to coordinate with external vendors and contractors to ensure the office facilities are always in good condition for use;
- Manage and update records of inventories such as office supplies, pantry supplies and corporate gifts;
- Arrange, order and organize all inventories when stocks are running out or as needed;
- Arrange and order staff business cards when needed;
- Order and arrange to deliver corporate gifts, and related Season Greetings gifts to the indicated recipient when needed;
- Assist in designing electronic greeting cards or order paper greeting cards and send them to the indicated recipient when needed;
- Source for new vendors with the most cost-effective solution when needed or instructed;
- Prepare bi-monthly company newsletter and publish it upon the Administrative Manager’s approval;
- Assist in planning and arrangement of staff welfare activities;
- Carry out other duties and responsibilities assigned by the Company from time to time.
Requirements:
- Minimum of 1-year relevant experience;
- At least a GCE O’ Level equivalent or higher qualification;
- Entry-level applicants are welcome to apply;
- May need to make travel arrangements after office hours due to global time zone differences when required;
- May need to liaise with outside vendors after office hours when required;
- A problem-solving mindset is a must;
- Independent, fast learner, and meticulous;
- Good telephone etiquette and customer service orientation;
- Keen to learn and possess a positive attitude;
- Pleasant and good interpersonal skills;
- Able to multitask when necessary;
- A team player with good communication skills;
- Proficient in MS Word, Excel, PowerPoint, and Outlook;
- Normal office hours for the Receptionist are Monday to Friday, 8.00 am to 5.30 pm.
Work Location: Singapore
Interested candidates, please send your detailed resume, state your expected salary and availability to apply, please email an updated copy of your resume/cv to:
Email address: hr@coastalcontracts.com
We regret that only the shortlisted candidate will be notified.