Receptionist | Head Office

Job Purpose

Manage meeting room scheduling, provide administrative support, and ensure smooth reception services. Serves as the main point of contact for tenants and visitors, handles inquiries and complaints, coordinates with departments, and oversees DHL shipments, contributing to a well-organized and efficient office environment.

Key Accountability Areas

Meeting Room Management:

• Oversee the scheduling and reservation of all meeting and conference rooms.
• Ensure proper preparation and setup for meetings and conferences.
• Monitor and manage meeting room availability and usage to optimize space allocation.

Administrative & Tenant Support:

• Act as the main point of contact for tenants and building occupants regarding meeting room use and building services.
• Provide administrative support as required, including assisting with inquiries, requests, and complaints.
• Respond promptly to requests from visitors and guests, keeping them informed of the status of their requisitions.

Complaint Management:

• Handle complaints received through phone, email, or other communication channels.
• Resolve issues in a timely and professional manner while ensuring tenant satisfaction.

Cross-Department Coordination:

• Collaborate with other divisions, departments, sections, and colleagues to ensure seamless service delivery to tenants, visitors, and guests.

Reception Procedures:

• Manage all reception procedures for the Head Office, ensuring a smooth and professional front desk operation.
• Register visitors’ information in the visitor log and issue access cards when necessary.
• Greet visitors and provide them with necessary access or instructions for their meetings.

Shipments:

• Oversee the sending and receiving of DHL shipments, ensuring accurate data entry and communication with recipients.
• Contact receivers and ensure prompt and accurate delivery of parcels.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies