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.
Responsibilities
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
Qualifications
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
