Job Responsibility:

Reception and Mail Management

• Attend to incoming telephone calls and walk-in customers, agents and vendors in a professional and courteous manner.
• Receive documents from walk-in customers and couriers, and manage incoming and outgoing mail, including collection, recording, distribution and franking.
• Perform other reception-related duties, including serving refreshments to guests and receiving cheques, as required.

Office Administration and Facilities Support

• Coordinate office repair and maintenance services, including office cleaning, air-conditioning servicing, plant maintenance, carpet cleaning and pest control, and liaise with the building management and external contractors where necessary.
• Manage office document records, including collection, retrieval and arrangement for secure destruction at the vendor’s premises.
• Purchase ACRA reports as requested by relevant departments.
• Manage office door and drawer keys, seating arrangements, and the administration of the PABX telephone system.
• Coordinate the requisition of office equipment and furniture.
• Maintain records of non-IT office fixed assets and conduct annual fixed asset inventory checks in coordination with the Finance Department.
• Assist in the administration and maintenance of the office security access system, including the issuance and termination of staff access rights, in accordance with established procedures.

General Support

• Provide administrative support for Corporate Services events and other company functions, as required.
• Perform other duties as assigned by the Head of Department or Deputy Head of Department.

Requirements:

• Minimum GCE ‘O’ Level or equivalent qualification.
• Good communication and interpersonal skills, with a strong customer service orientation.
• Good command of verbal and written English and Mandarin (in order to effectively communicate with English and Mandarin speaking associates, customers, agents, vendors regarding assigned tasks).
• Pleasant disposition, responsible, service-minded and proactive, with a positive attitude.
• Proficient in Microsoft Office applications, especially in Word and Excel.
• Good organisational skills, with the ability to handle routine administrative tasks accurately and efficiently.
• Able to work independently, manage multiple tasks and coordinate effectively with internal departments and external service providers.
• Prior experience in reception, office administration or facilities coordination would be an advantage.