Administrative Services-B2
- Posted 14 days ago
- Be among the first 10 applicants
Job Description
Primary Responsibilities
Visitor and Client Management
Visitor and Client Management
- Greet all visitors warmly and professionally
- Manage visitor sign-in process and issue visitor badges
- Notify employees of guest arrivals
- Maintain visitor logs and ensure compliance with security protocols
- Create a welcoming environment for all guests
- Answer and direct incoming calls to appropriate departments or individuals
- Take accurate messages and relay information
- Manage the main reception phone line
- Handle general inquiries and route information efficiently
- Manage incoming and outgoing mail and courier services
- Maintain reception area organization and cleanliness
- Coordinate meeting room bookings
- Provide general administrative assistance to various departments
- Serve as liaison with building security personnel
- Maintain awareness of emergency procedures
- Act as first responder during building emergencies
- Report maintenance issues to facilities management
- Coordinate repairs or services as needed
- Manage office supplies for common areas
- Ensure reception area reflects professional standards
- Collect and organize invoices from vendors and service providers
- Verify invoice accuracy against purchase orders and delivery receipts
- Code invoices to appropriate cost centers or accounts
- Route invoices to proper approvers for authorization
- Track invoice status and follow up on pending approvals
- Submit approved invoices to accounts payable for processing
- Maintain billing records and filing systems
- Monitor payment deadlines to avoid late fees
- Reconcile monthly statements from regular vendors
- Handle billing inquiries from vendors and internal departments
- Generate billing reports for management review
- Process credit memos and invoice corrections
- Coordinate with finance team on billing discrepancies
- Maintain accurate visitor logs
- Manage contact directories and employee information
- Update emergency contact information
- Handle basic data entry tasks
- Maintain confidentiality of sensitive information
More Info
Key Skills
Facility Coordination
Billing and Invoice Processing
About Company
Skills:
Security and Access Control, Administrative Support, Facility Coordination, Records and Data Management, Billing and Invoice Processing