Job Description This person shall portray a professional outlook as this is the first point of contact for all visitors, including Limited Partners.
The role shall support the Human Resources team and Executive Assistants in office-related support.
Key Responsibilities: Visitor Management To ensure all visitors are professionally received to our premise by greeting, welcoming and promptly assisted upon arrival.
To work with the Executive Assistants as well as the company's employees on list of visitors and host as well as meeting rooms, where applicable To promptly notify the building security of visitors to the Office to ensure seamless arrival to our premise.
Meeting Room Management To ensure the meeting rooms are replenished with drinking water at all times.
To ensure the meetings rooms are tidied up and ready for the next meeting.
To provide any assistance such as technical and facilities when required.
Front Desk Management To professionally answer all incoming calls and promptly redirect them.
To manage all incoming and outgoing documents/parcels/items.
To dispatch the incoming mails/parcels/documents to the recipients.
To ensure the office lobby is clean and tidy at all times.
Maintain office security by following safety procedures and controlling visitor access (ie Monitor visitor access).
Office Support To provide support with assigned tasks for events and/or internal/external meetings.
To support the HR team with interview schedules with candidates.
To support the HR team with the facial recognition device to ensure new hires' facial recognition is set up on Day 1 and leaver's facial recognition is deactivated on their last working day.
To perform various clerical tasks such as, but not limited to, preparing reports, maintaining filing (hard & softcopy) and organizing documents.
Manage the stationery inventory and ensure sufficient supply at all times.
Manage the maintenance of the office multipurpose printers and other peripherals.
To liaise with contractors for office repairs.
To consolidate all facilities-related issues and work with the person-incharge in reporting to the building management.
Assist with special projects or tasks as needed.
Requirements Always maintaining a professional outlook Excellent verbal and written communication skills in English (main) and Malay Pleasant and customer centric Strong organization skills and able to problem solve.
Attention to detail and process compliant.
Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular) Excellent time management skills and ability to multi-task and prioritize work 2 – 5 years proven work experience as an office assistant, office administrator, receptionist or in another relevant administrative role A Bachelor's Degree in Secretarial Science or equivalent