Position: Receptionist
Location: Petaling Jaya, Malaysia
Reports To: Facilities Manager
Department: Facilities Management
Position Summary
We are seeking a professional and welcoming Receptionist to serve as the first point of contact for our Petaling Jaya facility. This role is essential in creating exceptional first impressions for visitors, clients, and stakeholders while providing comprehensive support for facility events and operations. As a key member of our facilities management team, the successful candidate will ensure seamless front-of-house operations and contribute to maintaining our high standards of client service excellence.
Key Responsibilities
Reception and Front-of-House Operations Serve as the primary point of contact for all visitors, creating a warm, professional welcome that reflects our organizational values and commitment to excellence. Manage visitor registration processes, issue access credentials, and ensure all security protocols are followed. Handle incoming calls with professionalism, directing inquiries to appropriate personnel and taking accurate messages when required. Maintain the reception area to the highest standards, ensuring it remains clean, organized, and welcoming at all times.
Event Support and Coordination Provide comprehensive support for all events organized within the managed facilities, including setup coordination, attendee registration, and logistics management. Assist with event planning activities such as room bookings, catering arrangements, and audio-visual equipment coordination. Serve as on-site liaison during events, ensuring smooth operations and addressing any immediate needs or concerns from event organizers and attendees.
Administrative Support Maintain accurate visitor logs and event attendance records, ensuring all documentation meets company and client requirements. Coordinate with security teams and building management to facilitate access for authorized personnel and visitors. Manage reception supplies inventory and coordinate with procurement for replenishment as needed. Support the Facilities Manager with administrative tasks related to site operations and client account management.
Client Relationship Management Build positive relationships with regular visitors and client representatives, demonstrating consistent professionalism and attention to detail. Proactively communicate any facility-related updates or changes to relevant stakeholders. Ensure all client interactions align with service level agreements and contribute to overall client satisfaction objectives.
Required Qualifications
Education and Experience Minimum SPM certification or equivalent qualification required. Previous experience in reception, customer service, or hospitality roles preferred, particularly within commercial or corporate environments. Experience supporting events or working within facilities management teams is advantageous.
Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general computer literacy. Familiarity with visitor management systems and basic office equipment operation. Ability to quickly learn and adapt to new software systems and technologies as required.
Language and Communication Excellent verbal and written communication skills in English and Bahasa Malaysia. Additional language capabilities, particularly Mandarin, would be beneficial given the diverse client base. Strong interpersonal skills with the ability to interact professionally with individuals at all organizational levels.
Personal Attributes Professional appearance and demeanor with strong attention to detail. Excellent organizational and time management skills with the ability to prioritize multiple tasks effectively. Positive attitude with a genuine commitment to providing exceptional customer service. Flexibility to adapt to changing priorities and work occasional extended hours during major events.
Working Conditions
This position requires full-time availability during standard business hours with occasional evening or weekend work during special events. The role is primarily desk-based but involves regular interaction with visitors and coordination with various facility areas. The successful candidate must be comfortable working in a fast-paced environment and managing multiple responsibilities simultaneously.
What We Offer
Opportunity to work with a leading facilities management team in a dynamic, professional environment. Comprehensive benefits package including medical coverage, professional development opportunities, and performance-based incentives. Exposure to high-profile events and clients, providing excellent career development potential within the facilities management sector.
We are committed to creating an inclusive workplace that values diversity and provides equal opportunities for all qualified candidates to contribute to our continued success in delivering exceptional facilities management services.
