What this job involves: To deliver high quality, prompt and courteous reception and front desk services in support of the Client's business needs and workplace experience.
Front Desk Service
- Greet clients, employees, visitors and vendors in a professional and welcoming manner.
- Handle incoming calls, general enquiries, visitor directions and daily front desk communications.
- Maintain the reception area, visitor waiting area and front desk materials in a clean, tidy and presentable condition.
Visitor Management and Access Support
- Manage visitor registration, visitor badge issuance and return in accordance with site access procedures.
- Maintain accurate visitor, access badge and reception records, and ensure sensitive information is handled confidentially.
- Assist with staff, visitor and contractor badge administration where required, including activation, deactivation, record filing and monthly updates.
Meeting Room and Event Support
- Support conference room bookings, room readiness checks and meeting room set-up requests.
- Coordinate basic meeting support such as room signage, refreshment requests, stationery, visitor reception and ad-hoc event assistance.
- Report room, equipment, AV/VC or housekeeping issues promptly and follow up until completion.
Office Administration and Facilities Support
- Assist the Facilities team to monitor office common areas, reception, meeting rooms, pantry areas and general office environment.
- Raise and follow up service requests for cleaning, repair, maintenance, stationery, pantry supplies, courier or other office support items.
- Support mail, courier, document collection, delivery coordination and related record keeping where applicable.
- Assist with office equipment consumables and report faults for photocopiers, printers, shredders and other shared equipment when required.
Customer Service / Client Relationships
- Provide courteous and timely support to client staff, visitors and vendors, and escalate urgent or recurring issues to the Facilities team.
- Maintain good communication with the Client, IFM team, security, cleaning, landlord and vendors to ensure smooth daily operations.
- Follow established escalation procedures, incident reporting procedures, safety requirements and site operating procedures.
Reporting and Compliance
- Support daily and monthly reports by maintaining accurate reception, visitor, access, service request and issue logs as required.
- Ensure confidentiality, data privacy and document handling requirements are followed at all times.
- Support KPI tracking and continuous improvement initiatives related to reception and front desk services.
- Back up other IFM team members when necessary and perform any other duties assigned by the Client / Facilities Manager.
- Provide general administrative and event support
Desired Experience And Technical Skills Required
- Diploma / Higher Diploma in any discipline with at least 1-year’s relevant experience in receptionist, administration, front desk or similar roles
- Good command of both spoken and written English and Mandarin
- Excellent customer service skills
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) Preferred
- Warm and pleasant personality
