Receptionist

**DUTIES **AND** **RESPONSIBILITIES**

**Offices/Building**
- Open the offices in the morning and lock the front door in the evening.
- Ensure that the four entrance of the office are clean with the assistance of the office helper.
- Switch on all lights and AC; and check/monitors the cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.
- Ensure that the pantries pantry areas are well stocked with milk, sugar, tea and coffee.
- Ensure all toilets are well stocked with toilet paper, hand towels, linen roller towels and hand soap in coordination with the Admin/Service Department.

**Reception Area**
- Greet and welcome visitors to the offices, insure they sign in the “Visitor’s Log Sheet” book and informing the relevant member of staff of their arrival.
- Manages the reception area to ensure effective telephone and mail communications both internally and externally in order to maintain professional image.
- Supervises the maintenance of office equipment, including copier, fax machine, etc.
- Answer and disseminate calls.
- Open and distribute mail.
- Manage conference room reservations and organize all aspects for meetings.
- Serve as contact person for organizing all large mailings.
- Arrange and coordinate meeting as requested.
- Update various spreadsheet sheets and other general administrative duties and needed.
- Perform other duties as assigned by Chief Operating Officer the HR Manager.

**Telephone System**
- Report telephone equipment and line faults to the IT Manager or any IT person-in-charge.
- Train all new staff in the operation of the telephone system, as part of the New Staff Induction Process and take a pro-active approach to ensuring existing staff are properly trained in making full use of the system.

**QUALIFICATIONS AND WORK EXPERIENCE REQUIREMENTS**
- Minimum Diploma or higher qualifications in Business Administration, Secretarial or other similar courses from a reputable college or university.
- Minimum of 3 years proven work experience in design firms.

**PHYSICAL AND SKILL REQUIREMENTS**
- Must have effective communication and inter-personal skills
- Must be tactful, friendly, and firm manner;
- Discretion with confidential information;
- Attention to details;
- Well-rounded, highly motivated and self-driven;
- Calmness under pressure;
- Physically fit and healthy.
- Must have excellent computer proficiency (MS Office - Word, Excel, PowerPoint, Outlook software).

**Job Types**: Full-time, Contract

**Language**:

- English (preferred)