Facilities Admin cum receptionist

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia Agensi Pekerjaan Talentvis Malaysia Sdn Bhd Full time 18,000 - 36,000 per year

Guest / Client Interaction

  • Greet all visitors and internal clients in professional, courteous and friendly manner.

  • Inform meeting host as soon as the arrival of their external visitors

  • Ensure all external visitors are registered and escorted

  • Meet clients in the reception lobby in a natural, pro-active manner.

  • Ensure all visitors are directed to the appropriate area of the bank to be met by their host(s).

  • Greet visitors upon arrival until leaving the premises

  • Maintain confidentiality and ensure the appropriate client contact for each situation.

  • To ensure an extensive knowledge of the surrounding local area and be trained to be able to give answers and suggestions to visitors when asked.

  • Act as point of contact for all general enquiries.

External Meeting Rooms

  • Management of the visitors waiting area.

  • Keep the reception desks and areas tidy at all times.

  • Manage meeting beverages requests and liaise with pantry support staff on serving clients, including guests waiting in the waiting area. Direct any catering related order to Catering team.

  • Coordination and management of meeting room set up/layout.

  • Ensure meeting rooms cleaned and tidy after every meeting.

  • Ensure meeting rooms' amenities are replenished.

  • Report any faults and liaise with various departments such as Facilities Management, Information Technology, Corporate Securities, etc. when needed.

  • Assist clients with meeting room booking related requested and resolve booking conflicts

  • Assist visitor with Technology set up, i.e. connect TP function or connect laptop to TV screen.

Switchboard

  • Answer calls promptly and direct calls in a polite and professional manner and with good phone answering etiquette.

  • Transfer or direct calls to the party the caller requests or determine whether the caller should be directed, based on information about the purpose of their call.

  • Receptionists should only put through calls to the user or the point of contact when callers provide full name of the recipient.

  • Provide emergency response if required and deal with unique situations.

  • Record messages/ bookings and pass any relevant information promptly

Administrative Support

  • Provide support to FM / FOH Manager in supplies ordering – such as, but not limited to pantry supplies, business card administration, bank car booking (when applicable), office supplies and festive decoration.

  • Administrative support in processing invoices

  • Track FOH data for monthly reporting.

  • Assist with training of new reception staff and support team members.

  • Complete mandatory training in timely manner.

  • Escalate any concerns to the line managers as and when necessary.

  • Be flexible in approach to work-change patterns and systems to maintain the standards required.

  • Flexible in supporting shift duties when necessary.

  • Undertake any reasonable additional task requests from FM, such as vendor escorting, record faulty finding.

  • Regular office walk to check and report any faulty / hazard/ finding to FM.

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