Job at a glance
Greet all visitors professionally with a warm smile and ensure the reception area is always clean and presentable. Record visitor details, issue passes when necessary and ensure all visitors are promptly attended and directed appropriately. Accurately take messages, ensure timely delivery and provide proper handover briefings during lunch break transitions. Answer incoming calls promptly and direct them to the appropriate department or personnel.
Maintain and update the internal telephone extension list and manage outgoing calls upon staff request when required. Coordinate meeting room bookings, perform daily checks and ensure rooms are tidy, well-equipped, and ready for use. Liaise with cleaning staff and tea ladies to maintain meeting room cleanliness and restocking using the provided checklist for submission to the Manager. Handle incoming mail and parcels by recording, sorting and forwarding them, and assist with stamping, filing and dispatching official documents.
Maintain stationery and refreshments for the reception and meeting rooms and record all incoming documents and couriers using the IM-R-form. Apply stamps to legal and court documents, notify relevant departments and manage incoming High Court documents by coordinating with the High Court Department for urgent collections. Ensure all room and entrance door keys are properly stored and accounted for and notify Admin via email if any room needs to be locked, copying them for records.
Maintain and submit monthly newspaper reports and record cleaners’ attendance, notifying Admin for replacements when needed. Ensure the First Aid Kit is up to date and accessible, and perform any other duties assigned by the Ops & Admin Manager.