Key Responsibilities
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- Reception & Guest Management:
- Greet and welcome visitors, clients, and guests with a positive, helpful attitude.
- Announce visitors promptly to the appropriate employee.
- Ensure the reception area is tidy and presentable at all times.
- Offer refreshments to guests and ensure their comfort.
- Visitor entry.
- Communication & Telephony:
- Answer, screen, and forward incoming phone calls in a professional and courteous manner.
- Provide basic and accurate information in-person and via phone/email.
- Manage the company's Front desk email inbox.
- Handle employee and external queries efficiently.
- Administrative Support:
- Receive and sort daily mail/deliveries (e.g., letters, packages, couriers).
- Prepare and dispatch outgoing mail and couriers.
- Maintain and update employee internal directories and telephone lists.
- Assist in scheduling meetings and booking conference rooms.
- Event support, coordinating with vendors, planning menu and arranging event requirements
- Facility & Logistics Management:
- Coordinate with housekeeping staff to maintain overall office cleanliness.
- Monitor and manage inventory of stationery, pantry supplies, and other office consumables.
- Coordinate with vendors and service providers (e.g., caterers, electricians).
- Ensure all office equipment at the front desk (e.g., printer, telephone, computer) is in working order.
- Placing order for Fruits, snacks, stationery, and all consumables.
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- Database Management & Invoice Processing and Procurement
Maintain accurate database of all couriers outgoing (IT Assets) , for other couriers, records of outgoing couriers.
Follow up for on time submission of invoices, checking them for correctness against the database and forward them for further approvals for payments.
Maintain database of Name Plates, Envelope's procurements and issues.
Maintain database of monthly accrual, invoice tracker, budgeting, raising invoice for client
Manage POR/PO processes, raising PO and sharing with the corresponding service provider
Coordinating with concierge servicing and record database
Maintaining monthly attendance and verifying invoice processing
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- Space.
- Maintaining monthly attendance and verifying invoice processing
- Audit.
- Maintaining Audit records and updating on shared folders
- Maintaining Energy Reports and updating EHS
- Scheduling Food water and IAQT and maintaining records
- Maintaining PPM records as per 52 weeks calendar
- Managing waste management records
- Maintaining Staffs BVG and Insurance
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