The Receptionist/Admin Assistant is tasked to support the over-all administrative function of the site he/ she is assigned to. He/ she is also responsible for manning the reception desk and handling phone calls.

Skill:

• Good communications skills
• Organizational skills
• Computer proficiency
• Attention to detail
• Customer service
• Multi-tasking
• Problem-solving and decision-making
• Time management

Responsibilities:

• Provide office support in order to ensure efficiency and effectiveness within the site.
• Receive, direct and relay phone messages and fax messages
• Direct the visitors and general public (applicants) to the appropriate staff member
• Receive and route documents/ mails
• Assist in the planning and preparations of meeting, conferences and client visits
• Maintain and adequate inventory of office supplies
• Provide secretarial support
• Perform clerical duties in order to maintain site’s administration
• Develop and maintain a current and accurate database for company issued equipment and supplies
• Coordinate the repair and maintenance of equipment and site
• Monitor consumption of supplies
• Perform receptionist functions
• Answer all incoming calls and handle caller’s inquiries whenever possible
• Re-direct calls as appropriate and take adequate messages when required
• Greet, assist and/or direct employees, visitors and the general public
• Perform purchasing functions
• Canvassing/ sourcing suppliers/ vendors/ contractors
• Follow-up proposal/ quotations from vendors
• Release of check
• Perform other related duties as required

Additional Responsibilities:

• Prepare and mail packages
• Class and allocate incoming mail
• Run all aspects of equipment and supplies inventory and maintenance of inventory
• Manage receiving and releasing of pertinent documents of the company.
• Filing and organizing of files
• Support with bookkeeping/accounting roles as appropriate
• Assist staff in creating a system for responding to telephone and written requests for purchase or industry information
• Assist in developing and establishing methods for quality control and accuracy of records
• Communicate regularly with other Executives, Managers, and Support groups in the organization.
• Conduct FGD completion for Facilities items
• Coordinate to prepare BCP (site preparation, supplies inventory and requisition)
• Administer facilities advisory
• Manage and audit pregnant pass, parking pass and locker issuance
• Be in charge of all requests that includes housekeeping personnel assistance, employee incentives purchase, printing, lamination, transportation, decoration, office supplies purchase, office equipment purchase, quotation and proposal, boardroom/recreational/music/gym/meeting rooms reservations, transmittal and shipping
• Ensure to meet acceptable levels for concessionaires, suppliers, contractor’s accreditations
• Track and audit supplies inventory

Qualification:

• High school graduate or college level
• One to two years administrative role experience
• BPO experience is a plus
• Flexible to shifting schedule and can work on holidays