Administrative Assistant

Are you a meticulous and personable Front Desk Administrative Assistant? We have a great opportunity for you.

The Administrative Assistant will oversee daily operations at the front desk, undertaking a diverse range of administrative and clerical tasks throughout the organization, ensuring they meet the highest standards of quality. Serving as the initial point of contact, they will exude a friendly demeanor suited to customer service roles. Demonstrating exceptional communication and multitasking abilities, along with a positive outlook and unwavering work ethic, they will contribute to the seamless functioning of the company. 
 
Key Responsibilities:

• Answer, screen and forward in coming phone calls.
• Greet and welcome guests as soon as they arrive at the office.
• Ensure reception and the entire office is tidy and complies with procedures, rules and regulations.
• Respond to customer enquires.
• Provide basic and accurate information in-person and via phone/mail.
• Order office supplies as stationery, groceries and first aid box and keep inventory of stock.
• Transfer customer calls to appropriate staff.
• Identify, research & resolve customer issues.
• Recommend process improvements where necessary.
• Customer follow-ups
• General administration ad-hoc as required.
• Managing meeting room.
• Recording and maintaining office expenses.
• Informing the security and syndic about repairs and maintenances of the office.
• Scheduling appointments.
• Overseeing office services like cleaners and maintenance service providers.
• Managing petty cash box monthly.
• Maintenance of suggestion box and notice board

Qualifications:

• Higher School Certificate holder, or diploma/degree in business administration or relevant field

Experience:

• Proven work experience as Receptionist/ Front Office Representative or similar role minimum 3 years

Skills and Knowledge:

• Fast & accurate data entry skills.
• Excellent phone etiquette 
• Fluent in English 
• A high level of accuracy & attention to detail
• Customer focus.
• Be a self starter who shows initiative.
• Problem solving skills.
• Work ethic
• Professional and adaptable.
• Handle pressure

Good to have:

• Excellent listening skills
• A willingness to problem solves.
• Strong verbal & written communication skills.
• Resilience - being able to handle complaints from customers.
• The ability to work as part of a team with professionalism.
• Be self-driven & pro-active.
• Organization skill to keep accurate record.
• Interpersonal skills.
• Strong IT skills
• Multi-tasking and time-management skills.
• Time management skills to prioritize and complete a side variety of tasks.
• Display a 'can-do' attitude when assisting other departments.
• High professional standard of customer service, ascertained through feedback from internal and
  external customers.
• Flexibility to adapt to changing work requirements and priorities that may require overtime and
  extended hours.