Job Title
Receptionist cum Facility Coordinator
Job Description Summary
Job Description
The Receptionist cum Facilities Coordinator is responsible for managing front desk operations and supporting the office's facilities management activities. This role will ensure high customer service and smooth office operations while assisting and reporting to the Facility Manager.
Receptionist Duties
- Front Desk Management: Greet and assist visitors, employees, and clients in a professional and friendly manner, ensuring a welcoming atmosphere.
- Call Handling: Answer and direct incoming phone calls promptly and accurately, managing inquiries and messages.
- Visitor Management: Coordinate visitor check-ins, manage the visitor management system, and liaise with security to ensure seamless access for guests.
- Meeting Room Coordination: Manage meeting rooms, ensuring they are correctly set up and maintained throughout the day.
- Mail & Deliveries: Handle incoming and outgoing mail and courier services, ensuring efficient distribution.
- General Administrative Support: As needed, assist with general office duties such as document preparation, filing, and data entry.
Facilities Management
- Facilities Operations: Assist the Facility Manager with the office's daily operations, including janitorial services and vendor performance, to ensure compliance with client standards.
- Financial Management: Help manage the facility's operational financial activities, including PO creation, invoice and accrual submission.
- System Implementation: Manage the office's FM360 work order software, Velocity and YARDI accounting systems to ensure efficient operation and reporting.
- Work Order Assistance: Help manage and log work orders via FM360 (or other facility management software), ensuring timely resolution of issues.
Key Requirements
- Experience: Minimum 1-2 years of experience in a receptionist or facilities coordination role, preferably within a corporate office setting.
- Customer Service Skills: Strong interpersonal skills with the ability to provide exceptional customer service to internal and external clients.
- Communication Skills: Basic verbal and written communication skills in English.
- Organizational Skills: Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently.
- Tech-savvy: Familiarity with office equipment (printers, phones, meeting room AV systems) and facility management software such as FM360 or similar platforms.
- Problem-solving: Ability to troubleshoot basic facilities issues and provide proactive solutions to operational challenges.
- Attention to Detail: High attention to detail, particularly in managing front desk responsibilities and facilities operations.
- Team Player: Ability to work collaboratively with the facilities team and other departments.
- Professional Appearance: Present a professional and polished image at the reception area.
Working Hours
Monday to Friday, 9:00 AM - 6:00 PM. Occasional overtime may be required during events or special projects.
INCO: "Cushman & Wakefield"