Job Overview:
The Receptionist in the Office Services department is responsible for providing administrative support to the business team and ensuring efficient day-to-day office operations. This role involves maintaining office services, security, managing office applications, communication, and providing exceptional client service.
Key Responsibilities:
Front Desk Management:
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Greet clients and visitors with a warm and professional demeanor.
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Manage and maintain a tidy and organized reception area to create a positive first impression.
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Handle incoming calls, messages, and inquiries promptly and professionally.
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Receive, sort, and distribute mail and deliveries.
Client Service:
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Ensure exceptional client service by addressing inquiries, providing information, and assisting with appointments or meetings.
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Act as a liaison between clients and relevant staff members, ensuring smooth communication and addressing client concerns.
Administrative Support:
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Assist with administrative tasks, including scheduling appointments, managing calendars, and organizing meetings.
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Prepare and distribute internal and external communications, ensuring accuracy and professionalism in all written and spoken interactions.
Problem Solving and Creativity:
Reliability and Punctuality:
Support, Communication & Troubleshooting:
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Creating and circulating department communications and announcements.
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Corporate AMEX card administration & escalations.
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Manage car parking card distribution and parking policy briefings.
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Liaise with the Facilities team for maintenance issues.
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Implement Health, Safety, and Environment (HSE) processes and policies.
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Assist with Zoom / Teams setup and troubleshooting any issues with the audio-visual setup.
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Invoice processing raising requisitions/PO with vendor management.
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Coordinate BCD travel services for hotel, flight, and car bookings when needed & handle escalations.
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Manage the Office Services onboarding/offboarding process.
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Handle office directory management and distribution.
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Monitor and control access to the office premises, ensuring the safety and security of the workplace.
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Follow established security procedures, including signing in and out of visitors and issuing visitor badges.
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Manage meeting room bookings as well as room configurations for in-office meetings/trainings/events facilities set-up, catering, and IT coordination if A/V, if required.
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Working closely with the IT department to ensure IT requirements are met throughout the office.
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Office & building security access management.
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Office occupancy tracking & reporting.
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Maintain facilities tracker.
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Co-ordinate with the horticulture vendor to maintain the plants in the office.
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Managing order and delivery of pantry items.
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Ordering snacks & maintaining the stock.
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Coordinate with the lunch vendor to finalize the weekly menu and place the order.
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Oversee the presentation of cutlery and food arrangements in both the snack area and the cafeteria.
Soft Skills:
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Attention to detail.
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Flexible and goal oriented.
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Proficient in written and spoken English, with impeccable grammar and communication skills.
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Excellent organizational and multitasking abilities, with attention to detail and accuracy.
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Strong interpersonal skills and a professional, friendly demeanor.
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Ability to work independently and collaboratively within a team environment.
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Problem solver with a creative mindset
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Strong client service experience.
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Excellent communication and negotiation skills
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Capable of dealing with people at all levels in a multicultural environment, aligning clear expectations of requests and committed to executing deliverables to the highest standards
Experience Required:
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Minimum 3 years experience in a corporate Reception or Office Services position.
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Experience in Financial Services, Management Consultancy and/or a Professional Services environment is a plus.
Technical Skills:
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Strong Word, PowerPoint, Excel and Outlook skills.
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Video conferencing knowledge a plus.
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Knowledge of smart office solutions is a plus.
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Oracle knowledge advantageous.
